Automated personnel, learning and applicant management: efficiency through digitalization

Customer's situation

The German Taubblindenwerk (DTW), a medium-sized health and care facility, was faced with the challenge of comprehensively modernizing its human resources management processes. Several factors made digitalization essential:

Legal requirements: Analogue personnel files had to be converted into a digital format.

Decentralized master data management: Master data was maintained manually, which was not only time-consuming but also error-prone. Employees had no opportunity to make changes independently, for example to account information or address.

Improving transparency: Management lacked an overview of important information on personnel skills and necessary training.

Increased system integration: Time recording, HR management and payroll were not seamlessly linked, resulting in manual effort.

Improving the tool landscape: A central system for managing training (learning management system) was needed, feedback processes should be supported by a personnel management tool and applicant management should be more automated.

The goal was clear: increasing efficiency through digitalization and process automation, increasing transparency and minimizing manual tasks in personnel administration.

Novemcore's work

Novemcore systematically tackled the project and recommended a suitable solution. Here are the essential steps:

Requirements survey and catalog of requirements: Conducting interviews with management and responsible employees.

Creation of a detailed catalog of requirements that included procedural and IT security-relevant aspects.

Categorization of requirements into essential and optional requirements and prioritization according to importance.

Market analysis and evaluation: In-depth analysis of 8 relevant HR software solutions (including P&I Loga, Microsoft Dynamics for HR, Rexx Systems, Personio, Factorial).

Less in-depth review of 20+ other systems.

Creation of a cost analysis for each relevant option.

Recommendation of the solution: Selection of the most suitable software using point logic, based on the requirements collected.

Creation of a clear basis for decision-making with comprehensible documentation in Excel and PowerPoint.

Additional services: Calculation of digitization costs for analog personnel files.

Advice on IT security requirements and integration of the new software into existing systems.

Result for the German Deaf-Blind Work

The collaboration with Novemcore led to measurable successes:

Fast implementation: A suitable software was selected within a few weeks.

Increased efficiency: The reduction in manual effort in personnel administration is estimated to be over 20% thanks to the new software solution.

Centralization and automation: Employees can have access to a self-service portal for master data maintenance and payroll accounting.

Training management and feedback processes are centralized and the embedding of online seminars is made possible.

A transparent overview of competence profiles enables strategic personnel management.

Job advertisements can be managed and published centrally without much effort.

Error reduction: Linking time recording, payroll accounting and human resources management minimizes coordination errors.

Cloud IT: The new solution is cloud-based, increasing security and reducing costs. All data always remains on German servers.

Cost savings: Digital files reduce storage costs in the long term.

Automated processes significantly reduce administrative effort and personnel costs.

Conclusion

With Novemcore, the German Deafblind Association has found a partner who supports the digitalization process efficiently and in a targeted manner. The results speak for themselves: more transparency, lower costs and strategically aligned human resources management. This shows how modern HR solutions can make the crucial difference.