Time and resources are some of the most important performance indicators in today’s business. Introduction of automated solutions capable not only of accelerating routine processes, but also of making them more transparent and reliable, is becoming one of the key objectives of the company. One of such steps is implementation of the service for processing electronic sick leave notes, which helped considerably simplify the process of sick leave notes generation and interaction with the Social Fund of Russia (SFR).
We have spoken with Alexander Gavrilovich, Head of Area, Information Systems and Solutions Development and Support Department, to discuss the introduction of the new service, its features and significance for the company and its employees.
Alexander, before we delve into the technical details, please tell us a little bit about the background of the project. Why did it become necessary to automatically process employee sick leave notes?
The need to automate the processing of sick leave notes became obvious because routine processes take a lot of time and require human resources. Before the introduction of electronic sick leave notes, all procedures were carried out manually: employees had to receive paper certificates, transfer them to the HR or accounting department, where they were checked, and then entered into the system. This not only took time, but also created potential risks of errors in data entry.
Switching to electronic sick leave notes (ESLN) is a step towards optimization. However, for this service to work effectively, it was necessary to automate the transfer and processing of data, eliminating the human factor at intermediate stages. Ultimately, our task was to make the processing sick leave notes fast, transparent and minimally effected by errors.
What were the main goals you set for yourself when implementing the ESLN service?
The main goals were very clear. Firstly, it is the exchange of data between our HR system and the Social Fund of Russia (SFR), which ensures the automatic transfer of all data on sick leave notes. Secondly, automation of processes. We wanted to reduce the time for processing each sick leave note and minimize manual labour. This, in turn, leads to a reduction in the number of errors, an increase in the efficiency of payment of disability benefits and a reduction in the workload of employees.
In addition, one of the key priorities was to increase employee satisfaction. We wanted to give them the opportunity to track the status of their sick leave notes in real time through their personal user account on the corporate portal.
Tell us how the process of working with electronic sick leave notes works in the new service?
The process is quite simple for the user, but behind it lies a complex integration between several systems. When an employee registers a sick leave note, information about it comes directly from the SFR to our SAP HCM system. All data is processed automatically, and the employee does not need to personally bring the sick leave note — all the information will already be in the service database on the corporate portal.
The service automatically checks all data, identifies possible errors or conflicts and sends them for revision, if necessary. For example, if for some reason the data in the sick leave note does not match the data in our HR system, the service notifies the responsible employees about the need to make a check.
As soon as all the data are checked, the service automatically posts the sick leave in the HR accounting system, calculates the sick leave payment and generates an xml-register to be sent to the SFR. The HR employee only needs to send the data to the SFR in an encrypted form with one click of a button.
As far as I understand the integration with the SFR plays the key role in the process. What challenges did you encounter when implementing this integration?
Yes, the integration with the SFR was one of the most complex stages of the process. To implement this task we chose a set of solutions for SAP - Kontur.ERP - which ensured reliable integration and exchange of data between our systems and the SFR. Kontur.ERP provides tools for process control and data security automation, which makes it an optimal solution for this task.
In addition, it is important to note that the most secure protocols and encryption algorithms were used when implementing the integration with the SFR, fully compliant with the requirements of the Federal Law on the protection of personal data, since the confidentiality and integrity of employee data is always a priority for us.
Of course, data protection is the most important aspect. And how difficult was it to integrate this service into the company's existing systems?
Our systems had already processed a lot of data related to HR processes, so it was important to implement the ESLN functionality without disrupting their operation. Using the previously mentioned Kontur.ERP solution, we were able to integrate new functionality into current processes with minimal changes.
This solution allowed us to bypass the need for complex integration via API and use ready-made Kontur.ERP tools for seamless synchronization with the SFR. This approach considerably simplified the process, provided the necessary flexibility and scalability of the system, and significantly reduced the project deadlines.
It is clear that the implementation of such a service requires a lot of time and effort. How long did the entire process take for your project team?
The entire implementation process took about 13 months. We started in May 2023 and completed the work in June 2024. This period includes all stages - from study, design and development to testing and putting into industrial operation.
Of course, there were difficulties at each stage, but thanks to the well-coordinated work of our project team and the support of the Customer, we were able to meet the planned deadlines, including one of the most important stages of the project - testing the service at all levels to ensure its correct operation before launch.
How does the service work now? What results do you already see?
At the moment, the service successfully processes data on electronic sick leave notes, provides reliable integration with the SFR and synchronization with our internal systems. The service demonstrates high reliability and speed of data processing, which confirms the correctness of the chosen technical solutions and integration approaches.
We also received positive feedback from colleagues from the HR department, who noted a significant reduction in the time for processing sick leave notes. As a result of the implementation of the service, the number of employees engaged in this task was halved. In addition, our Clients' feedback shows impressive results: the transition to electronic signing of applications saved our employees about 10,000 man-hours, which indicates significant savings in time and resources.
You mentioned that the service allows employees to track the status of their sick leave notes. Tell us more about this.
Yes, one of the key advantages of the new service is the possibility for employees to see the status of their sick leave notes in real time.
Previously, they had to check with the HR department whether their sick leave note had been processed and when payments would be accrued.
Now employees can monitor all the stages: from receiving information from the SFR to completion of processing and accrual of benefits. Now all this is available through a personal user account on the corporate portal. As soon as the information comes to us from the SFR, the service automatically sends notifications to the employee and their manager about opening/extending or closing the sick leave note.
Employees also now have the opportunity to submit an electronic application on the portal to cancel or correct the start date of payment under the sick leave note, as well as to apply for maternity leave. Previously, to submit such applications, employees had to come to the front office in person.
What other plans do you have for the development of the corporate portal in the future?
We plan to further develop the corporate portal, adding new services and improving existing ones. For example, we are considering the possibility of other HR processes automation, such as employees getting familiar with their job descriptions, SAWC (special assessment of working conditions) maps and shift schedules in electronic form.
Thank you for such a detailed interview, Alexander! Modern technologies help improve and simplify business processes - this inspires IT and business to get new ideas for automation. We are confident that the service will be of great benefit to the company and its employees!
Thank you! We are also confident that this implementation will have a positive impact on the work of the entire company and, ultimately, will increase employee satisfaction. It is important that new technologies not only optimize processes, but also make people's lives easier and more convenient!
