EASY HR 3.0: The right product at the right time

The Human Resources field is rapidly becoming digitalized, placing its own demands on ECMs. EASY recognized this early on, and developed a custom-tailored solution: EASY HR 3.0. Fred Klukas, HR Partner Consultant at EASY, presented this solution at EASY WORLD.

Collecting, preparing, and making data available to the HR department digitally has been an option for quite some time. EASY has enjoyed market success with digital personnel files for years. But, over time, the market has begun demanding more. Customers want on-site solutions for highly critical data, simple and intuitive operations, and an IT supported mapping of all HR processes – in short, a fully-configurable HR suite.


More than digital files

It was time for something new: that’s why EASY HR 3.0 isn’t just a digital filing system. It is a personnel management system, a complete HR suite, consisting of four modules. The building blocks – HR files, company files, applicant management, and seminar management – can be used individually or combined, for companies with 100 employees or 10,000, and in centralized, decentralized, or international organizations. Even sequential or parallel installation is a possibility: this could allow production to use seminar management, while administration uses HR files. EASY developed its concept based on 150 document installations in the HR area, and with knowledge gleaned from countless discussions during trade fairs, roadshows, and bid processes.


Standard processes integrated

Mapping personnel processes means offering one solution to handle lots of tasks: personnel planning, hiring, integration, development, and authorizations are just a few of these. To facilitate them, HR 3.0 offers a wide range of generic workflows with intuitive operation.


Everything you need for optimum organization

Typical onboarding and offboarding processes are already included, as well as example roles and authorizations for managers, division heads, and employees. Applicant management, combined with online applications, streamlined recruiting, and company files, opens up whole new possibilities for HR professionals: they can store documents here used by all employees such as forms, handbooks, or work manuals. Finally, seminar management helps organize certification and continued education for employees in one-time or repeated training sessions by monitoring deadlines, booking participants, analysing usage, and storing documentation.

No other company in the market currently offers this kind of bandwidth. With the launch of EASY HR 3.0, EASY is engaging the market at just the right time, the first ones to present the solution HR professionals have been waiting for.

Training course dates for the first half of 2016 published

A recently published poll conducted by the digital association Bitkom shows that German industry sees a great demand for further training of skilled workers regarding digital topics. With its product training courses, EASY SOFTWARE provides an extensive program for initial and further training to enable our partners and customers maximum efficiency and added value through the use of our products and solutions. The EASY training course dates for the first and second quarter 2016 can be found on our homepage at easy.de.


Our new basic training course on the EASY ECM Suite will start on January 18, 2016. The training course EASY ECM Suite Foundation offers interested consultants and administrators an extensive preview of available project scenarios in their organization.

Building on the new EASY ECM Suite Foundation training course, we offer you, of course, to participate in in-depth, product-specific training courses such as EASY Archive, EASY Capture Plus and EASY DMS, as well as training courses on solution products such as EASY HR, EASY Invoice, and EASY Contract.


EASY provides all certified consultants and administrators the opportunity through monthly EASY ECM Suite update workshops to update their knowledge in a three-day training session. This update workshop essentially comprises the novelties of the EASY ECM Suite module, EASY Archive, EASY DMS, and EASY Capture Plus. By the way, all longtime partners can renew their certifications when participating.

The training courses on EASY nextPCM are new to the EASY portfolio repertoire. In early April 2016 you will be given the opportunity for the first time to obtain an extensive preview of the EASY nextPCM solutions.


Take a look at the complete EASY training course offer for the first half of 2016 here and secure your participation in the course you want today.

Karachi Stock Exchange selects EASY

EASY SOFTWARE INC, a provider of ECM solutions, announced that Karachi Stock Exchange has selected EASY SOFTWARE to cover their current document management requirements. The Karachi Stock Exchange Limited (KSE) is Pakistan’s largest and most liquid stock exchange. Incorporated in 1949, KSE is using a modern risk management system and currently lists 560 companies with a combined market capitalization of approx. 73.1 billion USD. EASY SOFTWARE’s document imaging and archiving technologies provide KSE with key capabilities to maximize compliance by archiving departmental records, members’ records and important minutes of meetings records.


The solution will be implemented through Shirazi Trading. Shirazi Trading has been working with EASY SOFTWARE for several years and has gained significant experience in the deployment of EASY solutions in Pakistan. After evaluating several ECM vendors KSE selected EASY ENTERPRISE.x and EASY Capture Plus.


“We are delighted that KSE chose EASY SOFTWARE for their ECM demands”, said Marcus Rex of EASY SOFTWARE. “Our mission is to deliver high quality and value-added ECM technologies that support a wide area of organizations including stock exchanges. To enable compliant risk management, institutions must ensure they are meeting their internal goal of operational risk as well as the explosive growth in regulations defined by official regulators around the world. Managing unstructured data in documents is increasingly important to meet various compliance directives.”


This implementation underscores EASY’s expanded international growth. EASY’s global reach now extends to 55 countries, including a network of 12,000 customers. Headquartered in Muelheim an der Ruhr, Germany EASY has international office locations in UK, USA, Austria, Turkey  and Singapore.

New faces in the EASY marketing department

Now EASY SOFTWARE AG is even better equipped to handle direct sales, thanks to two new energetic employees. EASY is happy to welcome the following colleagues:


Florian Cordes – Key Account Manager

As a Key Account Manager, Florian Cordes is your contact partner for anything related to digital filing solutions in northern and eastern Germany, including contract, personnel, or machine records. Automated processing for incoming invoices, for instance in conjunction with SAP, Microsoft Dynamics, NAV, or AX, is another one of his consulting specialties. In the spirit of EASY, the Hannover native Cordes has taken up the cause of “Thinking ahead for you” – for existing customers and new ones alike.




Christian Rehse y Ruiz – Key Account Manager

In adding Christian Rehse y Ruiz to our team, we are further strengthening our Direct Sales business unit with another Key Account Manager. He will serve there as a contact person for the southwestern sales region (Frankfurt greater area to Stuttgart and Karlsruhe). His sales interests range across the entire EASY SOFTWARE AG product portfolio. Rehse y Ruiz would like to build on his existing core areas of incoming digital invoices, digital personnel files, and digital contract management, for both existing and new customers, in SAP, Microsoft NAV, or AX environments.




These new EASY colleagues will be happy to help you with any concerns, and are looking forward to working with you personally.

ECM: The challenges of working with external employees

The professional world is changing: companies are working with external professionals more and more often – most of whom are freelancers – both in projects and in their everyday operations. Integrating them into today’s business processes is a challenge, one that can only be mastered with great effort and expense if a company uses an ECM from the “old” working world.

Not long ago, everyone worked in one company network and was protected by firewalls or other mechanisms while on the go. We exchanged data via USB sticks or CDs, or through FTP servers or email. Freelancers in marketing, advertisement, distribution, customer service, development, and many other corporate sectors worked on this basis.


External access possible with modern ECMs

Things are different today. Today, the growing army of “external” employees – and, in reality, all employees – want to have access to their data everywhere and at any time, and want to be able to work collaboratively on it as well.

ECM systems have to stay abreast of this shift. Solutions that can’t make the grade and integrate into the new professional environment will disappear from the market. How many of your employees want to spend time hassling with VPN access? How many IT departments want to spend all their time tinkering with the system to ensure their colleagues can do the kinds of things the cloud, Dropbox, and similar services have made commonplace in the private sector? Employees today need to work collaboratively on documents and have constant access to workflows. It simply isn’t any fun to be left standing out in the cold – and outdated systems make extra work as well.


Less collaboration = less productivity

This kind of ECM system isn’t going to win many admirers among company executives either. Just a quick glance at the numbers is enough to know that it leaves much to be desired in terms of productivity. Looking a bit more broadly, it’s also clear that competitors who rely on modern ECM systems are usually better equipped when it comes to collaboration.

Providing your permanent workforce, “mobile” employees, and external staff the capacity to seamlessly collaborate on documents and processes – entirely regardless of their location – is one of the greatest assets modern ECM systems like the EASY ECM Suite offer. A modern company shouldn’t be satisfied with anything less.

Mikrografija’s Partner Day: New Solutions and important Records

The Slovenian EASY Partner Mikrografija gathers the national document management parties in one place once a year. It is called Mikrografija’s conference. This year it took place at the end of October in Ljubljana and it was estimated as highly successful among visitors and invited partners. After last year’s resounding conference, this year’s goals were set even higher. With the introduction of highly professional and trendy contents, among which new solutions, case studies and legal requirements were represented, we managed to exceed them.

The event which combines information technology, finance and accounts, archivists, librarians and museum professionals, brought together over 250 participants interested in good practices, in paperless operations and electronic document management. A lot of interest was shown in cloud services and especially in centralized digital mailroom services.

All participants agreed that this kind of cloud services simplify and fasten business processes and mutual overall opinion was that introducing paperless business is economically justified. We are proud that, again with the help of our partners and suppliers, we could present even greater range of solutions, scanners and signature pads in comparison to previous year. Many questions that were posed by participants in the showroom are an indication that the practical presentation of scanners and our solutions is the right choice.

The conference ended with a special guest, Slovenian gold medal holder in biathlon, Jakov Fak. He explained that the focus on the object and selection of right tools and technologies are the only way to succeed in sports and that the same applies to business.

EASY webcast: Manage your personnel files quickly and securely

On 4th December 2015 at 11 am, as part of our series of EASY webcasts, we will be showing you how you can use EASY RECORDS for HR to manage your personnel files easily and securely, and how you can manage applicants faster and more efficiently.

How can I make daily personnel processes simpler and faster to manage? How can I automate my routine tasks? How can I manage applicants faster and more efficiently?

Have you found yourself asking these very questions? Then look forward to our answers in the EASY RECORDS for HR V2.1 webcast. Discover how you can use digital personnel files to create a slimline and efficient solution for electronic application and applicant management, and how you can make other key HR processes run more smoothly.

Register now to participate in the free EASY RECORDS for HR V2.1 webcast by clicking >here<. Please note that this information is currently available only in German language.

Intrigued? Tomorrow we will be providing information about how you can use EASY INVOICE 3.0 to significantly reduce the amount of time needed to process purchase invoices, whilst also reducing the amount of routine error-prone data entry work for staff. This webcast will also start at 11 am. Click >here< to register. Please note that this information is currently available only in German language.

Digitisation creates new working areas

The job title of “chief technology officer” is common parlance in the IT world. If we hear the term “social media manager,” we can imagine what the individual does – the same is true of a big data scientist. It’s a little tougher with a content marketing manager, data strategist, mobile developer, network planner, or even a feel good manager. All of these are job descriptions that wouldn’t be around if it wasn’t for digitalization. And that’s just the beginning.


The new is always the enemy of the old

Whenever we talk about digitalization, it sets some people to prognosticating doom, gloom, and destruction. The loss of job positions, the division of society into digital winners and digital losers. This kind of thinking doesn’t do much to highlight the chances digitalization offers. It creates entirely new jobs, jobs we couldn’t even conceive of today. About half of the positions that exist today were unknown 25 years ago. And most jobs in which people will be working in another 25 years don’t even exist yet. Nevertheless, one in three employees in our country fears industry 4.0.


Economist and Deloitte: advancements create jobs

A study by the Economist and accounting firm Deloitte provided some occasion for optimism. It proves that the advances since industrialization have created more jobs than they have eliminated. It is true that the number of physically demanding jobs is decreasing. However, service jobs and scientific jobs have continually grown over the last 140 years – as have earnings.


Digital skills highly paid

Which brings us back to the job titles we mentioned at the beginning of this post. For there is one thing they all have in common: they are all well paid or very well paid, and applicants are scarce – meaning competition for talent is correspondingly fierce.


That’s reason enough for companies to offer these individuals a few things: current IT tools, for instance, apps that support them in their positions instead of adding extra tasks; applications which enable both mobile work and collaboration across borders; automated workflows instead of boring routine paper-pushing. An enterprise content management system should be at the top of the shopping list for any corporation for just this reason – and if you build it, the talent will come.

Reference Report Stadtwerke München: Efficient personnel processes in SAP

The personnel and benefits departmentat the Stadtwerke München serves the roughly 8,100 employees involved in all SWM companies. Since April 2013, SWM has been working primarily with EASY nextPCM Personnel File, the SAP integrated personnel management solution from EASY SOFTWARE AG.

Read as PDF.

The SPIRIT project: Mobile Contract to launch in 2016

EASY first introduced the SPIRIT project at EASY WORLD 2014 – a project whose goal is to develop a cloud-first ECM that is more mobile and simpler than anything that’s come before. Project manager Marcel Rosenbaum’s presentation was met, accordingly, with high expectations at EASY World 2015. His audience was not disappointed.

Rosenbaum reported on the twelve months the team used to make concrete decisions on the idea in collaboration with consultants, distributors, developers, and partners and to translate it into a concept and an architecture. Believe it or not, after only a few weeks of work on the project, the team’s ideas had filled 380 Wiki pages.


Selecting the best ideas

The team set to work selecting the right ideas during a boot camp. They formulated concepts on business objects, cloud capabilities, and mobility, and tested technologies. Marcel Rosenbaum said: “We took our time, with the support of company management, to make sure we could review everything,” including four different NoSQL databanks. The team finally selected a MongoDB, since it offers decisive advantages when operating solutions in the cloud.


SPIRIT is based on microservices

The cloud then dictated very specific requirements: scalability, a high level of availability and failsafe performance, and agility. That’s why EASY’s blazing new paths with the SPIRIT project. “We decided on a microservice-oriented architecture. Wherever it makes sense, we’ve divided the software and created functional building blocks we can outsource to individual sources,” the project manager said.


High performance and reliability

The benefits of this approach are diverse. Functions that are used frequently – such as archival searches – are reproduced in multiple instances, while other, more rarely used services are operated with just a few instances. This makes the system more high performing. Users will also notice the increase in reliability: if a service malfunctions, all of the others will continue to work perfectly. Its “organizational scalability” is also vital. Rosenbaum explains: “The microservices allow us to develop in packages. We can use multiple developer teams and draw in partners, as well as parallelize everything. This makes us much quicker when we want to bring new services to the market.” For EASY, of course, these will include a more powerful archive service based on ENTERPRISE.X, an OCR service, a viewer service, a workflow service, and much more.


More mobile than ever

The question remains: how do EASY ECM Suite and EASY SPIRIT work together? The answer: SPIRIT expands the ECM Suite wherever it makes sense to do so, especially with regards to mobile ECM. Stephan Bitomsky provided a first taste of how this works in a live presentation of Mobile Contract’s state of development at EASY WORLD 2015. An optimal interplay between app, middleware, and hardware makes it possible to quickly, easily, and remotely access existing EASY Contract contractual data and all documents on file and to edit them, write associated contacts, or call them directly from the app. Rosenbaum also announced that specific offerings would be available in 2016. Things are staying interesting here at EASY, and with the SPIRIT project as well.