Żabka Polska – Digitalization of HR and Payroll Processes

The core of these changes is the digitalization of several HR and payroll processes, including, for example, employment management. It also introduces the ability to combine various legal forms of declarations of intent – electronic form (using a qualified electronic signature) and documentary form confirmed by a qualified electronic seal (Żabka Polska) activated by an SMS code.

Flexibility in selecting the electronic signature to meet the required legal form minimizes business risks and eliminates errors in HR documentation management. From the perspective of internal organizational activities, this guarantees security and convenience in handling electronic documentation.

Among the key benefits is also the creation of a comprehensive repository for HR documentation (employee e-file), which replaces physical personnel files and complies with current legal regulations.

Automating document circulation and eliminating paper provides the organization with tangible business benefits, significantly reducing costs related to the time spent on HR processes (particularly mass processes, such as salary review cycles or declarations related to internal regulations) and archiving employee documentation.

Żabka Polska opted for additional customization of the tool to maximize its flexibility and ensure the solution’s consistency with its own UX processes. The integration with SignHub and the E-Files module, available within the Rockawork document management platform (formerly All for One ECM), marks another step in the digitalization of business processes as part of Żabka Polska’s intensive digital transformation.

As emphasized by Jolanta Bańczerowska, Chief People Officer and Board Member of Żabka Group: “Thanks to paperless solutions, we reduce our negative impact on the natural environment by decreasing paper consumption. The key lies in automation, increased efficiency, and, most importantly, process oversight, which positively impacts the functioning of the entire organization.

Thanks to the implementation of SignHub and Rockawork E-Files solutions in the HR domain, integrated with our internal SAP SuccessFactors system, we gained the ability to execute complex processes swiftly. Most documents are processed and approved electronically, in accordance with the implemented approval workflows. Our managers can meet online with employees and sign documents in real-time, which saves time for both parties and thus frees them up for other tasks.

Electronic employee files not only offer convenience and paper savings but also significantly elevate information security standards, which is crucial when dealing with sensitive employee data.”