Success story
Sacyr S.A.
Industry• Engineering, Construction & Operations

Solution• OpenText Content Suite
TMSacyr builds better employee
documentation with OpenText

OpenText Content Suite delivers cost and resource savings,
improving productivity for personnel managers
Results
Eliminated costs and complexityof paper record handling
Accelerated and simplified
searching and reporting ofemployee information
Centralized digital employee
files to provide secure,reliable record management
Streamlined core tasks throughHR process automation, reducing
time required from days to minutes“We looked at the market for suitable solutions to meet ourneeds and performed an extensive evaluation on a number ofsolutions. OpenText Content Suite was the clear winner, being
able to handle mixed paper and electronic environments,
meeting our needs in all areas, especially their excellent trackrecord and integration with SAP.”
José Guillermo San Esteban
Project Manager
Sacyr

Sacyr builds better employee documentation with OpenText

Sacyr S.A., headquartered in Madrid, Spain, is a major internationalgroup with operations in construction, housing, concession
operations, property rental and services. The group’s diverse
operations include major civil engineering and construction projects,
water treatment, energy, waste management and concession
contracts including highways, airports, railways and hospitals. In
2013 the group’s revenue exceeded €3 billion and they employedaround 23,000 staff.

Sacyr has global operations spread over a wide geographical area and,
consequently, their employee records were similarly dispersed. Numerous
offices and storage facilities were being utilized, with no standardized
storage format, meaning effective employee record management wascomplex. Additionally, when new contracts were awarded, document
volumes peaked. For example, when Sacyr was awarded a concession
contract for a hospital, onboarding the existing workforce created a large
volume of necessary and important documents. Handling the challenges ofmanaging large volumes of employee records and the surges in documentation, led Sacyr to commence an initiative to modernize and streamline
their employee documentation processes.

Selecting the best solution to streamline and automate
HR processes, with integration to SAP®

Central to their initiative was the digitization of all employee records,
making the flow of documentation much more effective and efficient.
Searching for and locating paper records had long been a drain on
resources, so faster, more accurate searching was one of the key
outcomes sought from a new solution.

“We wanted to ensure our personnel managers didn’t spend time
searching for an employee file or a specific document. By removing
the paper record and providing a single, centralized digital employee
file, we knew we could streamline our processes,” said José Guillermo
San Esteban, project manager at Sacyr.

When looking for a suitable solution to meet the needs of approximately
300 HR personnel, handling around 400,000 employee documents,
security was front of mind.

As Sacyr used SAP as their enterprise finance system, they also wanted
a solution that would integrate not only with SAP, but also with LOGA,
their payroll solution.

“We looked at the market for suitable solutions to meet our needs
and performed an extensive evaluation on a number of solutions.
OpenText Content Suite was the clear winner, being able to handle
mixed paper and electronic environments, meeting our needs in allareas, especially their excellent track record and integration withSAP,” said San Esteban.
TMEstablishing a project team with the expertize to deliver

Once the decision to go ahead and implement OpenText was made,Sacyr gathered the appropriate expertize from both within the organizationand from external experts. With a large volume of paper employee documentation needing to be digitized, they engaged ADEA to scan and index
employee files. These files would then be imported to the OpenText
solution. They also brought on board IT and consulting service firm,Informática El Corte Inglés (IECISA), to assist with the implementation.

“Throughout the project we worked closely with the HR department
to help ensure the solution met their needs and would be successful.
Our own IT department also played a key role ensuring this complex
project delivered,” said San Esteban.

Following an initial two-month period, in which functional requirements
were defined, the project took a total of 12 months to complete. Scanningof the paper employee records was carried out over a three-month period.

“The OpenText solution
has provided us with asolid foundation fromwhich to build for thefuture. We can onboard
large numbers ofemployees quickly andefficiently, freeing up
resources and making
us more agile.”
José Ángel Taranchel

HR Department ManagerSacyr

Sacyr builds better employee documentation with OpenText“Since the OpenText solution went live in 2012, we have continuously
refined and improved our processes. We have had to adapt to thechanges required to enable new contracts to be established and theaccompanying employee onboarding. The OpenText solution has
provided the flexibility we need, in a controlled and secure environment,” said José Ángel Taranchel, HR Department manager at Sacyr.

An effective file plan helps streamline both the storage
and retrieval of employee documentation

In order to meet the objectives of streamlining the capture, storage
and retrieval of employee documentation, an effective file plan or classification plays a critical role. The OpenText solution has been designed
to ensure that all users can easily and quickly identify where, within theorganization structure, any particular document should be stored. Sacyremployee files can consist of up to 89 distinct document types, so
being organized is important.
“The OpenText solution provides us with the uniformity and control toensure that our staff can quickly and consistently store employee documentation. In doing so, this ensures that anyone with the appropriate
security level can quickly and easily locate any employee document at alater date, further speeding up our HR processes,” added Taranchel.
In order to keep employee files up to date and complete, regular anddaily transfers of payroll information are performed from Sacyr’s payroll
system, LOGA. By doing so, personnel managers are able to access anup to date and complete picture for any employee.
“The interface developed by OpenText allows us nightly uploads ofpayroll data to the employee file management solution. In doing so,
HR always have an up to date view, including details of staff time off
and other absences,” said Taranchel.

OpenText solution benefits all locations and business
units with improved reporting and security, greater
process throughout and automation

Today, the OpenText solution serves over 180 Sacyr group companies,
across more than 1,500 workplaces, covering numerous legal jurisdictions totaling over 600 different labor regulations. The OpenText solution
provides customizable reports, which allows the HR department to bothmonitor and analyze personnel record-keeping with up-to-the-minute
reporting, helping to ensure compliance with the plethora of regulations.
The solution also provides the necessary user security profiles that Sacyrsought, removing the security risks associated with physical document
storage, uncontrolled copies and the risk of document loss and misfiling.
User profiles ensure that only those with appropriate privileges are able
to access sensitive and personal employee information.
Processing times have been greatly reduced, with core document
management tasks, such as adding new documents, now taking justminutes to complete. The solution is able to automatically extract key
metadata items; for example, employee tax identification numbers.
This ensures that documents are associated to the correct employee
record. A number of these repetitive, core tasks, previously took days
to complete and required significant resource.
“The OpenText solution has provided us with a solid foundationfrom which to build for the future. We can onboard large numbers of
employees quickly and efficiently, freeing up resources and making
us more agile,” said Taranchel.
Sacyr is now working on a project to digitize and upload all historic
employee files during 2015. This will result in the volume of files being
managed by OpenText growing significantly.

About OpenText

OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information aboutOpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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