SAP HCM Documents

Strato Documents 1.11 Release
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Strato Documents 1.11 comes fully loaded with new capabilities to help you automate your Document Generation and distribution processes while improving your overall end-user experience. Here’s a sneak peek of what’s in store: 

Get your templates organized

Check out Strato Documents’ new Folder Structures

Create your own workflows

Route and sign your documents without the use of expensive apps

Save even more time during Document creation

Reuse your sections on the fly

See and track changes in your Documents

Nail your audit requirements

Easier User Authorization Management

Use your SuccessFactors default authorizations

Improved correspondence options

Add a new BCC recipient

Widgets for the win!

Our redesigned widgets give you more options to customize the way you group your documents

Learn more about our latest release!

View Strato Documents’ release notes here. This loads a page hosted within the Customer Care Portal so make sure you’ve signed up to access our knowledge base and resources. Register today if you haven’t yet. 

These new features and a bunch of other updates will be available for UAT starting Sunday, August 25th, 2019. The full release will be available on Friday, August 31st, 2019.

Feel free to reach out to us by replying to this e-mail should you have any inquiries or requests.

SpinifexIT Strato Documents Team

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Strato SAP Certified Built on SAP Cloud platform
Strato On-Demand Document Generation solution has been recertified
Strato On-Demand Document Generation solution has been recertified 1024 512 SpinifexIT

Strato has been re-certified as a solution built on SAP Cloud Platform. Start creating complete HCM and Payroll Documents with Strato today.

SpinifexIT today announced that its Strato On-demand Document Generation Solution has been recertified as built on SAP HANA® Cloud Platform. 

The solution has been proven to integrate with the SAP® SuccessFactors® Employee Central, Recruiting, Performance Management, Talent and Employee Profile modules, enabling users to produce elegantly formatted and professional-looking employee letters and documents that cover an employee’s full HCM lifecycle needs.

Information about the certification:

Certification type: Built on SAP Cloud Platform’ certification
Certification issuance: April 11, 2019
Certified functions: Java Application running on SAP Cloud Platform

  • Multi-Tenancy Enabled
  • Cloud Extension Connected to SAP SuccessFactors

“We are delighted that our certification has been renewed. This certification guarantees to our customers that we are following the best practices from SAP and that our architecture, processes and security have been tested and certified. Strato is in the middle of a journey where we will bring more functionalities in 2019 to help our customers to focus on more important tasks.”


Gregory Tutt, Global Solutions and Innovations Architect, SpinifexIT

Strato can be accessed directly from the user’s SAP SuccessFactors homepage. Strato has powerful data-gathering, filtering, conditional logic and advanced formatting features to create accurate professional-looking documents. It uses the correct and most recent SAP SuccessFactors data across its documents, thus, significantly reducing or even removing inputting errors and revisions. Its reusable templates and assets reduce the time spent on document creation by 90%.

Find out the use cases Strato can solve

Discover how Strato empowers your employees while extending your HCM applications and Recruitment reach.

Find out more about Strato by sending us an e-mail at [email protected] for more information and to ask for a demonstration

Strato Documents
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Produce professional-looking Employee, Recruiting and Payroll Documents within minutes with data from SAP and SAP SuccessFactors’ Employee Central and Recruiting. Access, generate and route your documents and letters anytime directly from your SAP SuccessFactors homepage with Strato Documents’ smart’ self-service widgets. Publishing your documents and letters has never been this easy!

Highly Customisable Documents

Advanced formatting, calculation and filtering options let you create professional-looking documents that truly sets your brand apart.

Conditional Logic

Strato Documents delivers conditional formatting features that let you reuse the same content or section on multiple documents and change its output depending on the parameters you set.

Self-Service Widgets

Create self-service widgets for HR experts, Recruiters, Managers and employees so they can access, run, distribute and publish their documents on the go.

Secure Access

Strato uses SAP SuccessFactors’ oData integration and Ad hoc Query data calls to access data and user authorisations. Strato’s User Management tool can also be used to create additional user roles.

Create and Distribute Documents in Less Time

Create and publish professionally-formatted Employee, Recruiting & Payroll Documents

SpinifexIT’s Strato Documents has advanced document design features and multilingual translation options.

Generate documents in multiple languages with real-time data directly from SAP and SAP SuccessFactors from your SF screen – on your laptop, tablet & mobile.

Reduce document creation & distribution time

Get data fields from hybrid sources

Create and distribute in multiple languages

Route your documents using a signature workflow

Access your documents from multiple devices

Add conditional logic & filters

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Go beyond Employee & Recruitment Documents: Build Comprehensive Payroll Documents on the fly.

Create and distribute Total Compensation and Rewards Statements and make them readily accessible through a self-service widget.

Required Data export and merges
Recruitment efficiency improvement
Data Timeliness and correctness
Document Generation
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Create comprehensive documents using data from SAP On-Premise and Employee Central

HR/Payroll document generation is often considered a tedious process especially when the required data comes from different sources. Standard document generation tools provide only the basic functions such as text and data entry. This still requires a lot of manual rework for HR which entails creating several versions of one document to consider different employment types, benefits, and language requirements.

Then there’s the matter of document distribution. Most, if not majority of companies still require employees to request their document from HR or their Manager. The employee would then have to wait for HR to send them their documents, which may take time.

A document generation tool that optimises the document creation and distribution process massively increases an HR team’s efficiency and productivity.

SpinifexIT’s Strato Documents was made exactly for this business case. Strato works in both hybrid and non-hybrid data sources which makes the information required for each document so much easier to access. Its key features help HR save massive amounts of time and effort spent on document creation and distribution by making each document template highly customisable through smart conditions and filters, advanced design features, automated translations, digital signature routing and self-service.

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Required data and export merges

80%

Recruitment efficiency improvement

100%

Data timeliness and correctness

Request a demo

Request for a Discovery Call

Strato Documents for your Recruitment document needs

Most organisations especially in the European and Asian regions require their employee lifecycle documents to be available in their local languages. An organisation operating across different countries with different language requirements may find this a major challenge, especially since most document generation tools only support English.

SpinifexIT’s Strato Documents solves this use case by providing a flexible solution that has advance formatting, filtering, translation and distribution options

Traditionally, the recruiting process entails manually creating, reviewing, signing the Job offer letter, and then manually updating the Candidate’s information in SuccessFactors

Manual way of sending job offer

Strato Documents makes this process faster and more efficient with its digital signature routing workflow. It also automatically updates the Candidate’s SuccessFactors recruiting data and your posting’s status in an instant once all signatories have completed the process. With this workflow handy, your Recruiters can dedicate more time to finding and hiring the right talent for your organisation.

Strato way of document generation

Meet Strato Documents

Richly formatted smart Employee, Payroll, Recruiting and Talent Management documents from SAP SuccessFactors and SAP Payroll

SpinifexIT Strato on-deman document generation

Cloud-based deployment

Strato can be configured to use your SAP SuccessFactors data in less than 5 minutes. Its cloud deployment does not require transports and patches to be loaded into your system. Start designing and sending your documents within minutes!

Filters & Conditions

This incredibly powerful feature allows your team to create a document template just once, and then use Strato’s smart filters and conditions to create multiple document outputs. This saves your team a lot of time and effort by making each template fully reusable.

Multiple data sources

Strato can read data from SAP On-Premise, SAP SuccessFactors Employee Central, Employee Central Payroll, Recruiting and Talent. This enables your team to create and distribute a full range of employee lifecycle documents and correspondences.

Digital signature routing

Increase the efficiency of your recruitment process by 80%. Generate Job offer letters and employment contracts, and route these to its recipients through a smart digital signature platform. The corresponding SuccessFactors Recruiting record gets updated automatically all in one go.

Pre-populate PDF forms

Upload a PDF form into Strato then supply the fields it requires once before publishing it to self-service. With this easy process, your employees would no longer need to type up or write down their information to complete their required government, travel or claim forms.

Translate your documents

Create a single base template in one language then generate it in another with just a few clicks. There is absolutely no need to recreate multiple versions of your template to generate as many multilingual documents in Strato.

Companies operating across different countries or in a country with multiple languages will find this function very handy.

Self-service Widgets

Generate, send, or route documents from a Strato tile in your SAP SuccessFactors dashboard. Configure multiple types of these tiles for employees, managers, Payroll specialists, recruiters and HR specialists in just 10 clicks.

Full customisation

Create elegantly designed documents in various formats with Strato’s document editor. You can upload multiple images, create custom borders and margins, add your brand’s header and footer, and more within an easy-to-use, intuitive interface.

How about my payroll documents?

Create and generate comprehensive payroll documents directly from SuccessFactors without custom programming.

Total Rewards/ Compensation statements are comprehensive documents that show what the employees have received throughout their stay in the company. The challenge most companies who are already in SuccessFactors is that documents like these require data from SAP Payroll.

To access this, they would have to create a custom program or interface to extract the information manually. This poses risks such as incorrect data and breaches in data privacy.

These manual and risky processes can be avoided using SpinifexIT’s Strato Documents. View the quick demo right here >>

How easy is it to create & distribute complex payroll documents? It took us less than 2 minutes with our Strato Documents.

additional tips to streamline your payroll process
Part Three B: Additional Tips To Streamline Your Payroll Process
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Darren Souter shares additional tips on how organisations can streamline their SAP Payroll processes, including considerations for SAP HCM reporting and document generation, payroll testing, and employee help desk.

Previously, I have spoken about some of the areas in payroll that can be streamlined with huge savings possible. The previous section discussed several items including the Payroll Control Center and Reporting within the Payroll System. Today’s article will continue to highlight several key areas that we see everyday in our discussions with our customers.

For many customers, the only method of automated communication to the employees is through their payslips. However, there are often many manual processes that require data within the payroll system.

Some of the following areas have quite a manual process in many organisations:

  • Pay Reviews and Increases – Letters or documents to highlight old/new Pay Details
  • New Hires and Position Changes – Letters to highlight new Position/Job details
  • Changing Jobs / Positions – Creation of new Employment Contracts
  • Termination Letters – Reporting of Termination Pay and Leave Balances
  • Total Reward / Compensation Letters – Document to describe full pay details, benefits and employment conditions

Whilst SAP provides items such as payslips to provide the employee’s payroll information, there is not too much in the way of other correspondence. This is due to the output being different for most customers, and often very unique.

Many of these adhoc requests are often done once a year. For most of these, it’s very much like reporting where there can be quite a manual process around extracting and manipulating the data just to get it together. Once the data is available it will be formatted into a document, letter, or form often with mail merge.

There are a few ways that I have seen customers build these processes. These include:

  • SAP Smartforms / HR Forms – It is possible to build a Smartform, which accompanied with an ABAP report can produce correspondence to the employee. This is often a great way to build the letters and documents your organisation requires. While this has no additional hardware or licensing costs, the downfall is that it requires a developer to build these and then any modifications will require further development work. 
  • Adobe Forms – This is similar to Smartforms, and allows you to build customer specific documents. Like Smartforms, this is a good option, but keep in mind it does require an expert to build these, and in this case, it likely will require additional licence costs.
  • MailMerge – Many customers use mail merge to create letters and other correspondence. This is often passed information from an Adhoc Query, Report or Excel Extract. This is a good way to produce a document that you often need to produce. The downfall is that the data and correspondence often needs to be manually put together.
  • Manually – The above processes each have different levels of automation. The most common process is to simply update word templates or documents manually. This means filling in fields manually with data from SAP. This is the most manual and error-prone process and whilst it will be good for minimal letters per year, it has the most overhead, so should be avoided when possible.

Employee Correspondence can be an area for streamlining your process as it often needs an expert to produce this type of report or document. Automated options such as SmartForms or AdobeForms will still require additional overheads of technical resources if any changes are needed.

CONSIDERATIONS: If you checked any of these, you might want to look at your document production processes.

SpinifexIT and Document Creation

Over the years, many of our customers have needed to provide complex information to the employee that needs to be formatted differently to a report. This is often output in the form of a PDF document that can show the data mixed with wording, graphs, pictures etc.

Through SpinifexIT’s Easy Documents and Strato document solutions, we have delivered to customers documents such as Total Rewards Statements, Employment Contracts, Statement of Earnings, Statement of Employment and Pay Review Letters.

These documents can be accessed through our Web Front end at the click of a button, rather than relying on older approaches including printing and distribution of documents.

Whether you are on-premise or in the cloud, you are going to have updates to your SAP environment. Legislative changes, new SAP versions, etc., will be loaded in throughout the year. If you have moved to Employee Central and/or Employee Central Payroll, suddenly your upgrades could be happening much quicker than your previous on-premise world. 

Whilst in many areas, you can just accept updates, the recommendation is that on the Payroll side, it is important to still have a process around checking these upgrades and updates. Especially as customers can have custom rules within Payroll, it is important to verify that this all works with the new functionality.

Things to consider here are:

  1. How to best check that the Payroll operates correctly after upgrading to the latest support packages
  2. Checking Year-End – There is often a need to reconcile the year-end figures before completing the year end process. This can often be a large and complex process.

One recommendation that I have seen many customers use is to have a process around these types of upgrades. One of the best processes I have seen many customers adopt is to ensure that in a TEST environment, the payroll runs the same after an upgrade as it did before.

The best way to do this is to have a process to extract all payroll wagetypes and compare that they are exactly the same before and after the upgrade. Whilst this is a manual process of extracting and comparing in tools such as excel, it is the best method I have seen to validate that the payroll is still producing the correct results. NOTE: This should be performed with results that are the same or close to production data.

We would recommend being aware of these and talking to your implementation partner if you have any concerns that you might be at risk with any of these areas.

CONSIDERATIONS: If you checked any of these, you might want to talk to your implementation partner about how to streamline this better.

SpinifexIT Tools To Streamline Update Testing

Whilst most of the payroll checking process can be done manually, there are always better ways to do this. Many of our customers use SpinifexIT’s Easy Reporter solution to do before-and-after data comparisons in their system. 

In addition, SpinifexIT’s Easy Clone allows you to copy groups of employees directly from a production system to a test system without the need for doing a full system copy. This is often a very useful process that streamlines testing of these upgrades as you can pick a group of employees and always have 100% accurate production data in your test (and even development environments).

It is more on the rare side that a customer would go live with all HCM functionality in one go especially when a customer has multiple companies, entities and countries involved.

Therefore, as part of any implementation and support of an existing system, you should always consider that there is the need for continued roll out of functionality. Whilst this shouldn’t affect your existing system, those of you who have been through this would often know that there is often unwanted side effects from new countries.

It is just something that you should be aware of if you end up implementing new payrolls, or countries into the future especially when trying to alter existing configuration and/or settings for a new country (might also affect other countries if using common functionality).

Any upgrades to configuration should have a simplified process to check this. Being able to do before/after comparison of payroll results is very important to ensure that there is nothing broken with the new configuration.

I have decided to put a section on Year-End processing even though this is similar to reporting and reconciliation. But since it is a once per year process, and quite complex, we often talk to customers specifically about this process and how they handle it.

Whilst Payroll will pay the employees and SAP will also provide any legislative reporting needs around year-end, most customers have a manual process to reconcile and verify that payroll figures match the year-end reporting.

As this is often a time-consuming process, many customers have developed complex processes to check their year-end figures, often involving many extracts of data, excel manipulations etc. In most cases I have seen, this often involves running reports such as wagetype reporter to extract data out to a tool such as excel, and then comparing these values back to the values reported on the year-end solution. This is to have a process to validate the payments you have made to the tax office throughout the year.

This reconciliation also often needs to be done within a thin timeframe and is generally a different process for each country. Most customers have some sort of process, whether it is manual, an ABAP program or even something that SAP provides. No matter the way you reconcile, I would highly recommend to have a more optimised process here because most of the year-end reporting is based on configuration and it is often easy to miss something and not have it reported to your tax authority.

Year End processing checklist
CONSIDERATIONS: If you checked any of these, you might want to talk to your implementation partner about how to streamline this better.

SpinifexIT and Year-End

The Year-End process has actually been one of our early key areas of time savings for customers, and currently, we have a streamlined Year-End product for Australia, United States and Canada.

These solutions build on top of the standard SAP processes and streamline many of the areas that you might today have many manual steps around. Things like Reconciliation, Reporting on Year-End Figures, Distribution of Information out to the employees and many others are included in these solutions.

You may view our solutions for Australian Payroll Reconciliation and US/Canadian Payroll Reconciliation by clicking these links.

Many organisations do not consider this is something that they would streamline, but each pay, there are often many questions coming back to the Payroll Team (or a specific help desk team) with payroll queries. Some examples may be

  • Why has my pay gone down?
  • What is this Retro pay?
  • Is my tax correct?
  • How can I check if my leave balance is correct?

Many of these questions (and there could be dozens of variations), take time to investigate, analyse and report back to the employee. Often, having reports or letters available to answer these can help out, but it often isn’t considered as these are often adhoc requests.

Unfortunately, there is no easy standard answer to many of these types of scenarios, and in most cases, it comes down with having experts available to answer these questions or to investigate issues. Where you can, I would suggest looking at common requests and looking at ways to streamline how you answer these. Whether this is by using existing SAP reports to investigate, letters in pre-defined formats that can be filled in to help answer/explain queries or or just procedures on how to investigate some of these items. Without this mindset to look to improve your efficiency, then this will always be an overhead to your team.

Employee payroll queries checklist
CONSIDERATIONS – If you checked any of the following, you may have room for improvement with your help desk and query resolution

The above are just some of the areas that I have spoken to customers about over many years and hopefully gives you some ideas on areas that you might be able to focus on streamlining your day to day. 

Even today where we have customers moving part of their data into the Cloud, and even in many cases moving the payroll to the cloud (Employee Central Payroll), we see that these same processes that can be overheads to most customers can be streamlined.

SAP have made good progress through this streamlining with tools such as the Payroll Control Center, but in addition, SpinifexIT has specialised in this area and comes with great products and processes for further streamlining your payroll.

We would be happy to talk to you about any of the above processes and potential ways to streamline these items. Contact us at [email protected] or visit our website to book a discovery call.

You can also reply to this post and I’d get in touch with you the soonest.

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VIEW RELATED ARTICLES

  1. Considerations for Payroll During Cloud Migration
  2. Payroll Considerations During an Employee Central Implementation (w/ a free downloadable checklist for you and your implementation manager)
  3. Streamline Your Payroll Process (Part 1)
  4. Additional Tips to Streamline Your Payroll Process (Part 2)
SpinifexIT can solve your bulk report distribution issues
How SpinifexIT Can Solve Your Bulk SAP Report Distribution Issues | July 25, 2018
How SpinifexIT Can Solve Your Bulk SAP Report Distribution Issues | July 25, 2018 1024 512 SpinifexIT

Click here to register.

Date: July 25, 2018

Time: 2:00 PM GMT+10 (Melbourne)

Host: Steve Horne

Many companies still struggle with their SAP Payroll Report & Document distribution processes.

We’re here to help!

In this live webinar, Steve Horne will demonstrate how Easy Reporter can be used to efficiently format reports and prepare them for sending to a set of targeted audience on a specific schedule. He will also show how Easy Documents can be used to format, compile, and send documents to individuals and groups.

Customers who are currently using both solutions will benefit from the tips and tricks Steve will be showing during the session. Immediately apply these new techniques to make your report and document distribution processes faster, better and easier!

Just heard about SpinifexIT solutions? Learn how our solutions created for SAP and SuccessFactors can bridge the gap between standard payroll & HR reporting and document generation activities, and an even more optimised way to run HR and payroll core processes.


Find out more about Easy Reporter and Easy Documents.

Spinifexit documents use case
Use Case: Easily Generate and Translate Job Offer Letters from SuccessFactors Recruiting Using Strato
Use Case: Easily Generate and Translate Job Offer Letters from SuccessFactors Recruiting Using Strato 626 417 SpinifexIT

SpinifexIT’s Strato helps global organizations create and distribute documents for HR, Payroll and Recruitment in multiple languages with ease.

Most organisations require their employee lifecycle documents to be available in their local languages. An organisation operating across different countries may find this a major challenge, since most document generation tools only support English.

SpinifexIT’s Strato Document Generation solution solves this use case with a flexible solution that has advance formatting, filtering, translation and distribution options.

Watch this short preview, or view our complete Strato webinar, “Making Document Generation Faster, Better & Easier for SuccessFactors” by signing up below.

Learn more about Strato for SuccessFactors Employee Central, Employee Central Payroll, and Recruiting.

Upon signing up, you will receive an e-mail containing the webinar’s information. You can also opt in to start receiving Strato-related communications, which we’ll send once a month at most. If you do not wish to continue receiving e-mails from us, you may click “Unsubscribe”.

Use Case: Total Rewards / Compensation Statements from SuccessFactors using SAP Payroll Data
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Use Case: Total Rewards / Compensation Statements from SuccessFactors using SAP Payroll Data

Learn more about Strato and the top use cases it solves for Payroll, HR and Recruitment.

Total Rewards / Compensation statements are comprehensive documents that show what the employees have received throughout their stay in the company. The challenge most organisations face is its data source- SAP Payroll. To access this, they would have to create a custom program / interface to extract the information manually. This poses risks such as incorrect data and breaches in data privacy.

These manual and risky process can be avoided using SpinifexIT’s Strato Document Generation solution. View the quick demo above or watch the full webinar by entering your details below.

Upon signing up, you will receive an e-mail containing the webinar’s information. You can also opt in to start receiving Strato-related communications, which we’ll send once a month at most. If you do not wish to continue receiving e-mails from us, you may click “Unsubscribe”.