Manual entry of data in Excel spreadsheets, tedious PDF formats and data in paper form: VTG still handles many internal HR processes with a plethora of different systems and file formats. The result: time-consuming and resource-intensive processes with isolated solutions that are neither networked nor communicate with each other.

Efficiency instead of an isolated solution

An HR project team around Julia Reusch and Sascha Seel therefore tackled this problem in the MOSAIC project. The team is responsible for implementing SAP SuccessFactors (SAP-SF), a cloud-based software that consists of several modules and combines different HR processes – including recruiting and HR data or a digital PDD process.

The project team is being supported in the change process by Aline Schneefeld and Ludwig Wartlsteiner from the agency projekt0708, among others. “You can tell that the project is entering the hot phase,” says Aline, “diaries are getting fuller, but the project mood remains positive.” The first modules will be ready for use as early as January. “Experience has shown that the introduction of these initial modules is the most challenging,” adds Ludwig. “You then become more experienced and familiar with the subsequent modules.”

Different modules, one solution

These modules are fully interlinked and draw their information from a common database. They can also be accessed via a single interface, so there will be no more jumping back and forth between different systems in future. Taken together, they create a harmonised and uniform picture – a MOSAIC.

» Background information and the latest news on the introduction of the new people-information-system can be found in the VIBES space MOSAIC

The project team is currently working intensively on digitising the first processes so that they will be ready for use from 8 January. “Initially, the two modules “Performance & Goals (P&G)” and “Compensation” will be available,” explains Sascha. “Everything relating to performance management will run via P&G.” This includes the PDD as well as the target achievement and target setting processes for target bonus recipients. The “Compensation” module, in turn, will map both target bonus calculations and the annual final salary rounds.

The data linkage of SAP-SF is already clear from these two modules: “The results from the target achievement in the P&G module form the basis for the target bonus calculations in the Compensation module,” says Sascha, adding: “This results in an end-to-end process.” These first two modules will then form the starting signal for the gradual roll-out of further processes in 2024, such as “Employee Central (EC)”, which will create a central storage location for employee data and allow employees to edit and view their own data.

Not an HR project, a VTG project

Thanks to MOSAIC, VTG as a whole is also coming a step closer to its goal of digitalisation. “With projects like this, we want to promote digitalisation within VTG and make processes easier for everyone,” explains Sascha.

The new, standardised system landscape should therefore make things easier – not only for managers, but also for every employee. The latter will have a transparent insight into their data and will be able to quickly and efficiently resolve various issues themselves, which previously had to be passed on to HR in the form of a separate enquiry. “This includes updating their own master data or creating requests with just a few clicks,” says Sascha and adds: “SAP-SF is therefore intended to support the entire VTG. MOSAIC is therefore not an HR project, but a VTG project.”