Challenge: one standard for multiple companies and thousands of employees
A corporate group with multiple companies needed one way to manage employee matters. Requests, HR documents, benefits, development reviews, and goal consultations were scattered across paper, email, and tools used by individual companies.
Each company had its own rules, managers, permissions, and document templates, but data had to flow into the same HR systems and SAP. The solution had to remain stable for a very large user base and adapt without rebuilding the entire environment.
Solution: a family of HR systems built in stages
Astrafox has developed and maintained a set of connected applications for years. Each application supports a different process while using shared access, role, and integration principles.
- Employee and manager self-service: requests, approvals, substitutions, and notifications, including a mobile application.
- Electronic personnel files and HR documents: control over document signing from request through archiving and case closure in the source system, including qualified electronic signatures.
- Employee benefits: social benefit, loan, and medical care requests, including versions for management and the transfer of data to external systems during approval.
- Development reviews: recurring competency forms, manager approval and employee confirmation, and configuration of periods, companies, and roles.
- Management goals: goal libraries, weights, consultations, approvals, and transfer of approved data to goal sheets.
- Company-specific document templates: centrally managed logos and templates, plus automatic processing of batch documents.
The systems connect to SAP, a user directory with single sign-on (SSO), and other group applications. Permission administration, servers, and application stabilization remain within Astrafox’s maintenance scope.
Outcome: one standard at a scale that does not require manual handling
Employees and managers submit and approve cases in the same tools, while HR teams see the status of every process. The HR self-service system handles up to 1 million requests a year for 20,000+ users.
Additional companies and processes are added by configuring roles, templates, and rules. An organizational change therefore does not require a new application built from scratch.
Technical details
The applications are maintained by the same team that designed them. The scope covers SAP integrations, SSO authentication, permission management, server administration, the mobile application, fixes, and feature development requested by HR teams.
Frequently asked questions
Can these systems be implemented in an organization with multiple companies?
Yes. Companies have their own templates, roles, and managers in the same environment, while data flows into shared HR systems.
Does the solution integrate with a payroll and HR system?
Yes. We transfer approved data to SAP and other systems in a way tailored to the specific process.