Regardless of the industry in which your company operates, your employees are the linchpin that keeps your business running. Accordingly, it is important for you that your employees build a long-term relationship with your company. It is therefore essential to map your employees’ careers in a central and comprehensible way. In all phases of the employee lifecycle, master data and documents are generated, which are usually distributed across multiple IT systems, digital stores and makeshift files. However, in order to track and support your employees in a contemporary way, a constantly accessible, central and complete 360° view of your employees and your personnel structure is indispensable. In addition, certain data and information is also needed by other areas, departments, management, supervisors and colleagues. The sensitive personnel master data must be made available individually and in a timely manner for selected application-specific purposes, taking into account data protection.

Meeting these requirements is often challenging due to the heterogeneous data landscape, which in turn is due to the diversity of employee data, their origin and collection methods. This is because a variety of employee master data and files is stored in all five phases of the employee lifecycle:

  1. Recruiting: You will already receive numerous data from your applicants during the recruitment process. At the latest when you decide to hire a candidate, other departments, divisions and also IT systems need this personnel master data, such as name, contact details, bank details, position, department, salary and much more. As a rule, several IT tools and departments are involved in this first step. You also need data in the form of the job description, the minimum salary and the requirements profile for the job description itself. Usually, this employee information is also distributed and sometimes stored several times.
  2. Preboarding & Onboarding: In this phase, everything should be prepared for the start of work in order to enable a quick and uncomplicated training. For this, you will need complete documents from your future employee, which may also contain important documents such as work permits and visas. This personnel master data is stored internally and also transmitted to other departments or affiliated companies. Application-specific employee master data is also required for the provision of equipment, professional contact data and work equipment. In the introductory phase itself, data is generated by participation in mandatory training courses or feedback discussions. On the other hand, information is also required at the same time in order to monitor the process and to integrate the personnel data, for example on the intranet or in the organization directory.
  3. Development: As the employment relationship continues, you get to know your employee better and better, and you begin to get a feeling for their development needs, thereby creating employee master data yet again. This involves in particular talents, competencies, and also potentials that affect the actual area of responsibility as well as go beyond it. Furthermore, agreements are concluded on a case-by-case basis and internal or external certificates are filed. In addition, you document secondary duties, such as first responders or fire safety officers. The better you get to know your employee through his or her master data and files, the better you are prepared for the subsequent phase of further development.
  4. Retention: Now it is important to retain and motivate your employees in the long term. Undoubtedly, this creates further master data and files through performance appraisals, evaluations and ad-hoc assessments. The more comprehensive your overall picture of the employee, the better the fit of the proposed training and development opportunities. Only if you support your employee holistically will he or she continue to be committed and actively involved.
  5. Exit: Regardless of the reasons for which the employment relationship is terminated, you and other departments require different, application-specific personnel master data to ensure that the exit process runs smoothly and professionally. These are required, for example, for preparation of the reference certificate, the checklist for the return of work equipment, the final payroll/balance and also for de-registration with insurance companies and authorities. This ultimately results in the last valid employee master data and files, which you store in different tools and filing/storage locations according to the retention period.

In all five phases of the employee lifecycle, both your staff and your company benefit from data-driven decision-making. As a result, employee master data plays a key role in all decision-making processes and the volume of data to be managed in the field of personnel management is constantly increasing. However, these requirements also increase the number of IT systems, document filing and ultimately the time required for all tasks.

To counteract this trend, you typically need a quick and long-term solution that is implemented without time-consuming restructuring of your data landscape. We have tailored our 4D Employee Master Data Management System to meet this need. It consolidates and harmonizes your employee master data, simultaneously serves as a document filing system, data hub and, if necessary, also as an input system. Integration into your existing IT landscape is possible regardless of the prevailing tools or vendors, and you don’t need any IT skills because you work on a web-based user interface.

This means that your human resources management will be competitive in the long term. In addition, your costs and administrative effort are kept to a minimum. With the central, data protection-compliant 360° view of your complete organizational structure, you can manage all five phases of the employee lifecycle in an employee-centered and data-supported manner.

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