The paper-based personnel files for Deutsche Telekom's 120,000 employees were stored in more than 80 locations throughout Germany. This personnel filing system resulted in very high rental costs for warehouse storage of the files, and high personnel costs arising from time-consuming file access and manual administration of personnel files. Deutsche Telekom tasked T-Systems, its IT service provider, with implementing an electronic personnel records filing and management system. T-Systems knew it would be more cost-effective to have an experienced implementation partner for the system rather than building one itself.

T-Systems engaged IBM Global Business Services to provide support and advice in designing, developing and implementing an electronic personnel filing and management solution. The Deutsche Telekom Electronic Personnel File is based on SAP HR. The electronic system helps Deutsche Telekom optimize human resource (HR) processes, reduce storage and processing costs, and provide better accessibility to personnel files to both HR administrative personnel and the employees themselves. The transition of paper files to digital documents is also an opportunity to revise the files and set a new standard of quality.

· Cost savings were achieved by eliminating rental contracts for approximately 80 storehouses, with expected ROI of 3 years

· Reduced time needed to access and to file HR documents by 50 to 90%

“The Electronic Personnel File implemented by IBM Global Business Services and T-Systems streamlines file retrieval and processing, allowing HR personnel to concentrate on value added services instead looking for misplaced files.” Heike Hertel, Head of Customer Center Deutsche Telekom AG, Human Ressoures Services