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Intelligent assistant. Żabka will give employees artificial intelligence to help
The essence of the changes is the digitization of several HR and payroll processes, including: employment services. There is also the possibility of combining various legal forms of submitted declarations of will – an electronic form (using a qualified electronic signature) and a document form confirmed by a qualified electronic seal (Żabka Polska) activated by an SMS code. Flexibility in selecting an electronic signature to meet the required legal form minimizes business risks and eliminates errors in maintaining HR documentation. From the perspective of activities carried out within the organization, this guarantees security and convenience in handling electronic documentation. The most important benefits also include the creation of a complete repository of HR documentation (Employee E-file), which replaces paper personnel files and is compliant with applicable law.
– Thanks to paperless solutions, we limit our negative impact on the natural environment by reducing paper consumption. The key lies in automation, increased efficiency and, above all, process supervision, which positively affects the functioning of the entire organization. Thanks to the implementation of SignHub and Rockawork E-Teczki solutions in the HR area, integrated with our internal SAP SuccessFactors system, we have gained the ability to carry out a complicated process in a short time. Most documents are processed and approved electronically, in accordance with the implemented approval paths. Our managers can meet with employees online and sign the document in real time, which saves time for both of them and frees it up to carry out other tasks. Electronic employee files are not only convenient and save paper, but also significantly improve information security standards, which is extremely important when dealing with sensitive employee data – says Jolanta Bańczerowska, Member of the Management Board of Żabka Group, Chief People Officer.
Measurable business benefits
Automation of document flow and elimination of paper provides the organization with tangible business benefits, significantly reducing the costs associated with the handling time of HR processes (especially mass processes, such as the raise process or statements related to internal regulations) and archiving employee documentation. Żabka Polska decided to additionally personalize the tool to maximize its flexibility and achieve consistency of the solution with its own UX processes. Integration with SignHub and the E-file module available as part of the Rockawork document flow management platform (formerly All for One ECM) is the next step in the digitization of business processes in the intensive digital transformation at Żabka Polska.
The implementation of SignHub is another project of implementing modern trust services at Żabka Polska. The solution allows you to sign documents with various e-signatures, which gives you the opportunity to choose the type of electronic signature to match the required legal form. This translates into improved business processes related to the handling of electronic documentation – said Artur Miękina, director of Project Sales and e-Business Development at Asseco Data Systems.
Paperless supports environmental protection
The implementation of the paperless solution in the HR area supports the implementation of our ambitions defined in the Green Planet pillar of the Responsibility Strategy (ESG). Thanks to the digitization of document circulation, in 2023 alone, 41.5 million digital signatures were submitted in the organization, thus saving as many as 17 million sheets of paper. However, by introducing the SignHub solution from Asseco and E-file from All For One, after the first year of using electronic signing of HR documents, the volume of sheets of paper passing through the HR department decreased by as much as 20%. The numbers are impressive, and this is only the beginning of the digital journey related to the digitization of this area in the Żabka Group.
Asseco, an IT group in Poland and the Central and Eastern European region, has been creating technologically advanced software for enterprises and institutions from key economic sectors for over 30 years. The company is present in 59 countries around the world and employs over 33,000. people. It develops organically and through acquisitions. The companies are listed on the Warsaw Stock Exchange, NASDAQ and the Tel Aviv Stock Exchange.