SP_Data GmbH

Provider description

SP_Data has been one of the leading software companies for human resources management in Germany for over 30 years. Around 1,400 customers from all sectors use SP_Data HRM solutions and services. SP_Data provides you with forward-looking solutions for the entire employee life cycle. From payroll accounting and time management to employee self-service and numerous other solutions. The user-friendly solution is characterised by an intuitive interface and a clear, concise programme structure. The flexible module structure allows it to be adapted to individual operational requirements in order to facilitate HR work with a holistic HR digital concept and support the realisation of corporate goals.

The integrated software ensures streamlined processes and maximum relief – the office in your laptop bag, so to speak

The key advantage of HR software is the centralised and standardised management of almost all tasks and data relevant to HR. Depending on authorisation, the entire HR team can access data and documents. This means that the office simply shifts to the laptop bag. As a result, data not only becomes more available and reliable, but also more up-to-date and secure. The level of protection offered by Office programmes such as Excel is often inadequate, especially for sensitive and personal employee or applicant data. “HR work is developing at an unprecedented pace. Its complexity is increasing rapidly and with it the tasks of HR managers,” says Stefan Post, Managing Director of SP_Data. “Digital solutions for automated processes are indispensable and allow more room for strategic tasks”.

Fundamental details

As a medium-sized company with more than 80 employees, SP_Data not only translates the dynamics of the working world into software and services, but also uses them for its own progress. As an owner-managed company, SP_Data has stood for expertise in all aspects of HR software since 1988 and demonstrates the combination of tradition and innovation.

• Founded: 1988
• Revenue in 2020: €8 million
• Employees:
• Locations: Herford
• Customers: more than 1,400
• Managing partner: Stefan Post, graduate industrial engineer

Software solution

Payroll accounting

• Easy to use

Intuitive billing software with customisable interface

• Flexibility

Adaptation to operational requirements and processes

• Efficiency

Cost extrapolation and job planning

• Reliability

Technology and legal requirements always up to date

• High functionality

Modularly expandable to a complete solution

• Logging

Individually filter and analyse inputs and started processes

Following the introduction of the new payroll software, routine processes and the convenient and fast recording of data make day-to-day work easier. Additional modules such as the digital personnel file and the my_spdata employee portal can be integrated. This means you are optimally positioned for the future and can always expand your software according to your needs.

Specific industry solutions are available for theatres, cultural institutions and the public sector.

You can also perfectly implement your CI with the SP_Data software. You can place your logo in the payroll accounting in just a few steps.

SP_Data Payroll Accounting is audited annually by the Information Technology Service Centre of the German Statutory Health Insurance (ITSG) as part of the system audit of payroll accounting and payroll accounting programmes. SP_Data payroll accounting has been awarded the best audit level, the “Increased procedural security” certificate.

Personnel time management

• Very convenient and fast

Friendly service via remote maintenance and on site

• Always remain flexible and unbound

Stationary time recording with terminals, on screen and/or mobile via app

• Learning together

Customised training for your company trains employees and enables solution-oriented work.

• No compromises

Set up workflows and customise time recording. You can define free fields, flexibly regulate breaks and create your own accounting periods. Time accounts and types can also be customised.

• Overview of times

Is the employee in a meeting or working from home? Live attendance and absence status at the click of a mouse – perfect for scheduling and availability.

• Record geodata

GPS tracking makes it possible to manage and monitor staff deployment.

• Valuable reporting

Optimise staff deployment with the right evaluations. Create reports, record projects, carry out planning.

• Reliable and legally compliant

Time recording – completely simple and user-friendly

Nowadays, flexible working time management is a decisive factor for new employers. With a modern time management system, you can cater to the individual needs of your employees and at the same time make HR work easier.

Digital personnel file

The digital personnel file (HRM-Archiv) is the first step towards a paperless office. It has been fully integrated into the SP_Data product portfolio, consisting of payroll accounting, time management and the employee portal. It is therefore not available as a standalone solution. Mail merge letters can be personalised and filled directly from the digital personnel file, converted to PDF, filed and/or distributed.

Reporting has also been taken into account. In addition to the classic printout and the option of sending reports by e-mail, they can be stored in encrypted form in a two-part archive.

Efficient tool for successful HR work

The digital personnel file is a central component of personnel management is the administration of documents.

• We set up your digital personnel file by assigning main and sub-categories
• A document management system (DMS) can be integrated as an option
• The documents are made available to all process participants using a role-based authorisation concept
• Managers and employees can access personnel documents at any time within the scope of their authorisations

The free definition of document categories enables a customised structure and makes it easier to switch from the classic paper personnel file to a digital personnel file. A new document, such as a supplementary agreement to the employment contract, is checked into the system using drag and drop. If further changes are required, the documents are checked out and automatically versioned when they are returned.

A collective printout of documents can be started from the digital personnel file or, in the case of a single personnel file, the entire content in the pool can be released for printing. The integrated correspondence is carried out on the basis of a form manager.

Digital personnel file at a glance

• Web service
• Integration in SP_Data PA, PV, PZ, MP
• Archiving of all system reports (incl. encryption, compression and anonymisation of documents)
• Automated keywording
• Automated archiving per month
• Integration of other files
• Decentralised storage
• Outsourcing to external media possible
• Integrated authorisation concept
• Access via employee master data sheet
• Access via employee portal (intranet/internet)

For the encrypted storage of

• Payslips
• Time sheets
• Employment contracts
• Reports
• Certificates
• Company car regulations
• Individual agreements and much more.

my_spdata employee portal

my_spdata is the modern successor to the SP_Data employee portal. It can be used to conveniently record working times from any location and immediately share the information with colleagues, superiors and the HR department. All it takes is a few clicks to use time recording, holiday requests and the digital personnel file. Employees and managers can submit and approve requests directly in the system and have access to their calendar, booked times and documents. In this way, my_spdata takes the pressure off your HR department.

The my_spdata employee portal is a powerful addition to SP_Data Payroll Accounting, SP_Data Time Management or SP_Data Payroll Outsourcing and requires one of the aforementioned solutions. With my_spdata, you can digitalise and optimise your HR work processes. Experience self-service at a new level.

Three my_spdata packages are available to you:

DOK

The employee’s digital personnel file with documents from PA and/or PZ, e.g. for distributing payslips, certificates and time sheets.

PA

Personnel file plus additional functionalities with PA as the leading system.

PZ

Personnel file plus additional functionalities with PZ as the leading system.

Functions:

Customised dashboard

The dashboard of the my_spdata employee portal provides you and your employees with all the important information and functions in a clear and concise manner. The dashboard can be customised with widgets according to your needs. You receive information about the attendance of your colleagues, the processing status of your applications and can easily record working and project times. Your own calendar view, a birthday and anniversary list round off the dashboard.

Digital time recording terminal

The digital time recording terminal allows you to conveniently book your working and project times in the office, home office or when travelling. Various bookings can be made, such as clocking in or out, mobile working, meetings or breaks. Subsequent bookings with application procedures and project bookings are also possible in the employee portal. The display of recent bookings and time balances ensures transparency. My_spdata digitalises the handling of holiday requests, substitutions and overtime. You can create fixed substitutions for absences, set up holiday blocks and use a workflow to approve non-valued attendance hours. The application for overtime or holiday requests by the employee and approval by the line manager are seamlessly integrated.

Master data processing

Master data editing allows you and your employees to manage important information such as e-mail, telephone numbers, address and emergency contacts themselves.

Admin console

Roles and rights, workflows and programme settings are managed in the my_spdata admin console.

Scope of services of the my_spdata employee portal

• Employee Self Service based on SP_Data PA, PV and / or PZ
• Configurable dashboard
• Overview of attendances and absences (filterable, with favourites function)
• Digital time recording terminal
• Personal calendar
• Department calendar
• Workflow-based application and approval process
• Digital personnel file (HRM archive)
• Digital business cards with connection to telephony, video calls and chat (MS Teams)
• Balance overview
• Absence blocking
• Correction processing
• Overtime approval
• Edit times
• Master data editing (address, emergency contacts)
• Definition of e-mail templates
• Translation function

Payroll Outsourcing

Benefit from the advantages of our modern HR software solution in the cloud to access personnel data and utilise the digital personnel file.

Payroll outsourcing creates new freedom for you – with just a few clicks. Protect your valuable capacities from the daily masses of data and have your payroll accounting prepared in a legally compliant, punctual and error-free manner.

Your payroll accounting is prepared by a personal contact person who has a sound legal knowledge of tax and social security law and keeps this knowledge up to date at all times.

Payroll outsourcing of your payroll accounting with SP_Data

Leave payroll accounting to us and concentrate on your core business. With our cloud-based solution, you have access to your personnel data and documents anytime and anywhere.

Time and cost savings

Our professional and reliable service model helps you save time and money.

Controlling

With our HR key figures, analyses and informative reports, you can manage your HR work better and increase your profitability. This allows you to make well-founded decisions based on data.

Independence

By outsourcing your HR tasks to us, you make yourself independent of the shortage of skilled labour and unplanned downtime. We take care of your payroll accounting.

Digitalisation

Use our cloud-based tools to digitalise your HR processes and enable efficient self-services.

Connectivity

Integrate HCM solutions such as applicant management or your own applications to seamlessly connect your HR processes. This allows you to organise your HR work even more efficiently.

Features

Payroll accounting:

• BPO: Yes, partner
• Partial outsourcing: Yes, partner
• In-House: Yes

Applicant management:

• Applicant evaluation: Yes
• Applicant ranking: Yes
• Application deadlines: Yes
• Reminder function: Yes
• Templates including letters etc.: Yes
• CV parsing: Yes
• Active sourcing: Yes
• One-click application: Yes
• Career portal: Yes
• Multiposting: Yes

Human resources management & development:

• Onboarding: Yes
• Digital personnel file: Yes
• Document management software: Yes
• Employee appraisal: Yes
• Talent management: Yes
• Education module: Yes
• Training catalog: Yes
• Employee Self-Service (ESS): Yes

Reporting:

• Standard reports: Yes
• Definable own KPI: Yes

Security:

• SaaS: Yes, partner
• On-Premise: Yes
• ISO-certified: Yes
• Roles/rights concept: Yes

Pricing

• Contract term: different
• Payment mode: different
• Price model per number of users: Yes
• Pricing model per number of employees: Yes
• Hotline: Yes
• Email support: Yes
• Training materials: Yes

Technical information

to the privacy policy of SP_Data GmbH

To the certifications of SP_Data GmbH

In the video: Growth and digitalization determine the future of Althoff Hotels. Althoff Hotels wants to reposition itself in the HR software sector with suitable payroll software. SP_Data offers them more than just payroll accounting. Thanks to expandable systems, many other processes can be mapped digitally.

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