The success of HR digitization also depends on the readiness of users

Can you introduce VIG Re. What made you decide to implement the SAP SuccessFactors HR system?

VIG Re is a leading reinsurer in Central Europe and is gradually building a strong position in the markets of Continental Europe and Asia. We are a member of Vienna Insurance Group – the largest international insurance group based in Austria, which serves more than 32 million clients in 30 countries.

Our main mission is to provide reinsurance, i.e. to take over part of the insured risk from other insurance companies. This helps them spread risks, strengthen capital stability and enable them to cover even large or unusual insurance claims. We support them when they need it most.

The growth of the company and the emphasis on efficient, stable processes led us to the decision to support the area of human resources management with a modern digital solution. We have chosen SAP SuccessFactors as a comprehensive tool that supports our vision of digitization and a professional approach to employees.

What specific challenges or needs did you address in the field of HR before implementing this system?

In the original SAP HR system, only HR departments had access to employee data. Managers did not have the opportunity to easily find information about their subordinates, so they had to ask HR for outputs, such as current salaries or personnel data – often in the form of Excel spreadsheets. This process was time-consuming and inefficient for everyone involved.

By implementing SAP SuccessFactors, we have given managers a direct view of data related to their teams. This has significantly reduced the number of ad hoc requests to HR while freeing up capacity for HR specialists, who can now focus more on strategic activities.

The introduction of approval workflows also had a significant benefit. Instead of informal communication by e-mail or in person, everything is now digitally recorded and traceable – who asked, what is changing, who approved. This significantly increases both transparency and efficiency. With the growing number of employees, keeping data using spreadsheets or e-mails has proven to be unsustainable. The implementation of SAP SuccessFactors thus represented a key step towards modern, digitized and efficient management of HR processes.

Why did you choose Success Solutions as your implementation partner? What decided for you?

As part of the narrower tender, we considered two suppliers. The decisive factor for us was your expertise in the field of system integration. Our situation is specific – we operate a joint SAP HR system with Kooperativa, which also manages it. There are a number of other applications connected to it, which we need to preserve and interconnect.

Therefore, our priority was to ensure smooth and reliable integration between SAP SuccessFactors and the existing SAP HR system. During the tender, Success Solutions demonstrated in-depth know-how and extensive experience with similar projects, which played a key role in our decision. Positive references from Success Solutions clients also played an important role, convincing us that it is a partner we can trust.

Which SAP SuccessFactors modules have you decided to implement and why?

Based on the recommendation of the project manager and based on the experience of Success Solutions, we decided to cover the initial phases of the employee cycle – recruitment, onboarding and basic records, i.e. the Employee Central, Recruiting and Onboarding modules. Employee Central is the basis of the entire system – it brings a central database of employees to which other modules can be linked. This approach, sometimes referred to as the "holy trinity", has allowed us to create a solid and well-connected core of the entire HR system, which can be further expanded over time.

How do you evaluate the implementation itself – communication, time frame and ability to respond to changes or requirements?

The implementation was particularly challenging in terms of capacity. We didn't have a dedicated project team. Everything was taken care of by colleagues in addition to their normal agenda. With hindsight, I would definitely recommend assigning at least two employees who will devote themselves fully to the project.

The whole project took about a year. One of the biggest challenges was data integration, which is more of a technical issue than a personnel issue. We didn't have an IT specialist on the team who would be fully dedicated to it. This role was eventually taken over by a colleague from HR with an interest in IT and analytical skills. Even so, it was very challenging.

During the implementation, we had to respond to unforeseen situations, such as people dropping out due to illness or changes in the team. But I appreciate that both our internal team and Success Solutions have always been able to respond flexibly.

How would you describe the process of working with Success Solutions during the project – what do you appreciate most about their approach?

I very much appreciate the expertise of their integration team and the flexibility of the project managers. Together, we have always been able to find a way that meets our needs and is technically feasible at the same time. Success Solutions' approach was a partnership; they listened to us, tried to understand our internal processes and set up the system accordingly. Thanks to this, the project was successfully completed.

Were there moments during the implementation that surprised you or posed a challenge? How did you manage them?

Yes, there were several challenges – outages of people, changes in the project team, but also some technical issues that turned out to be more complicated than we expected. It was important to keep the team motivated and to complete the project despite these complications. Thanks to mutual support and cooperation, it finally succeeded.

What specific benefits do you see for your organization after implementing SAP SuccessFactors?

We see the main benefits in the field of digitization and automation. Managers have access to up-to-date data, can enter change requests themselves and monitor their approval. This was not possible before. E-mail communication and administrative burdens have been significantly reduced.

All three modules are interconnected, which has made recruitment and onboarding of new employees more efficient. In the onboarding process, the paper agenda and manual data entry have been eliminated; everything is done digitally and is automatically transferred to the Employee Central module. From an HR point of view, this is a huge time saver and an increase in data quality.

Which modules or features of the system have proven to be the most beneficial for your teams?

Each of the modules has its advantages. Employee Central is the core of the system – it provides an immediate overview of employees and supports the daily work of managers. Onboarding has made it much easier to onboard new colleagues; everything is done digitally and automatically. Recruitment is connected to external sources of candidates and allows for their centralized records. The implementation of all three modules at the same time proved to be an excellent decision – the system works as a single unit without unnecessary duplication and with maximum efficiency.

Have you noticed improvements in efficiency, transparency or user comfort in HR process management?

Yes, definitely. Transparency and digitalization, especially in onboarding, have made HR processes much more efficient. But it's important to remember that end users also play a big role. The system requires a certain degree of digital literacy in order for users to use it fully and effectively. If someone is not ready to work with digital tools, it can be a complication. Therefore, attention should also be paid to user training and support, not just the technology itself.

How would you evaluate the overall cooperation with Success Solutions, what would you highlight?

The cooperation was very professional. I appreciate the team's expertise, the helpful approach of the consultants and the effort to adapt the system to our specific processes. We have always been able to find a common solution that reflected our needs and was realistic in terms of implementation. Overall, I evaluate the cooperation as very beneficial.

Would you recommend Success Solutions as an implementation partner to other organizations? Why?

Definitely yes. If you are looking for a partner who understands data integration in, for example, SAP HR and has deep know-how in this area, Success Solutions is the right choice. It was their expertise and experience in the field of integration that was key for us in our selection.