HR can be that simple

How automation creates transparency and reduces administrative effort

Challenges:

At Willach, the HR department faced the typical problems of a medium-sized organisation with demanding regulatory requirements.

Duplicate data entry: When hiring new employees, personnel master data first had to be entered into Personio and then manually re-entered into SAGE. This duplication of effort not only cost valuable time, but also increased the risk of transcription errors and inconsistent data records.
Error-prone master data maintenance: Changes such as address changes or special employee characteristics often led to inconsistencies.
Document handling: Pay slips had to be prepared manually, stored and distributed to employees. This process was time-consuming, prone to errors and tied up unnecessary HR resources.
Lack of transparency: Fragmentation between systems made it difficult to see the clear status of processes and data at any given time.

Implementation:

Duration: The core processes were implemented in just a few weeks in collaboration with HR Autopilot.
Steps: In workshops with Willach's HR and IT departments, the processes surrounding onboarding and master data entry were first analysed. Workflows were then developed to:
- Transfer new employees from Personio to SAGE using a digital personnel form.
- Automatically synchronise master data changes in both directions.
- Provide payslips securely and centrally.
Special features: Thanks to the early involvement of the HR team, processes could be designed to suit both the size of the company and the high compliance requirements in medical technology.

Collaboration:

The collaboration with HR Autopilot was close, pragmatic and solution-oriented. We particularly appreciated the fact that technical questions were clarified immediately and the processes were jointly optimised for everyday use.

35%
Less manual effort required for maintaining master data

90%
Reduction in error rate by avoiding duplicate entries

Results & Added Value:

For GEMA, HR Autopilot meant a noticeable gain: more efficient workflows, secure data and transparent processes.

Measurable Results:

Time savings: 35% less manual effort required for maintaining master data.
Error reduction: Error rate reduced by 90% by avoiding duplicate entries.
Onboarding: New employees are fully integrated into the system on their first day.
Implementation: GoLive within a few weeks of project launch.

Qualitative Results:

Smooth processes: Thanks to the direct connection between Personio and SAGE, master data changes are made without any manual intermediate steps.
Reliable documents: payslips are available to employees securely and punctually in digital form.
Efficiency in onboarding: New employees can start faster thanks to digital personnel forms and are fully registered from day one.
Strengthening the HR team: Less administrative work means more time for personal support and the further development of HR initiatives.