Employee Correspondence
Use Arch Aquiller for the generation of all Employee Correspondence. This can include simple letters confirming the approval of holidays, expense payments or time-off-in-lieu request, or more complex letters explaining promotions, change of benefits or pension details.
Arch Aquiller forms part of a fully-automated solution. The letters can be triggered automatically as part of a business process: For example, at the end of a form-based process or SAP Workflow. Letter can be triggered in bulk for scenarios where correspondence is sent to entire departments or large numbers of employees. In each case the generated letter can be tailored to the recipient using SAP data and business rules.
Alternatively a letter can be triggered manually by a manager, or requested by an employee. This simple request can be initiated from the Aquiller application or from SAP UIs including SAP Enterprise Portal (ESS/MSS) and SAP Fiori LaunchPad.
With Arch Aquiller you can add your own styling, such as logos, fonts and colors, to ensure that the same corporate standards are applied in each generated employee letter as you use in your on-line content.
There is an enormous amount of control available, and it’s all in the hands of your HR professionals. You can define manually triggered correspondence to have editable sections, such that managers can add their own personalization before the letter is sent. You can even add workflow rules such that requested letters require approval before being issued to the employee.
Contract Generation
Use Aquiller for the generation of Employee Contracts. New contracts can be issued during new joiner or promotion processes, or in bulk as part of departmental reorganization.
For many organizations, a single employee contract does not fit every employee. Contracts may differ based on the pay grade, based on the employing company, based on the employee role or based on the employee’s benefits. In some situations, employee contracts are unique based on this kind of criteria.
Using business rules within Aquiller, you can design the contract to be entirely personalized based on SAP data: For example, different paragraphs can be included or omitted based on the presence of valid infotype records.
The result is hugely powerful: This provides you the ability to re-issue new contracts at the touch of a button that precisely includes the working times, pay and bonuses, holidays, benefits and other specific terms and conditions that you have defined within SAP. There is no need to manage multiple templates, and no need for manual contract creation and checking.
Contracts can be defined with dynamic clauses, and rules maintained to determine whether each clause should be included or excluded. This may be a simple rule, such as rights for pension contributions or company car access based on the employee pay grade. Alternatively the rules can be highly complex, and be based on multiple different criteria using information stored on the employee master record. The business logic can be maintained by an HR Administration user who has knowledge of SAP HCM: No coding or ABAP is required!
One enormous benefit is that Aquiller collects an audit trial, so that you can see who has requested or triggered each type of contract or letter. Plus, the generated contract can also be saved within SAP HR, so a permanent record is stored automatically. Aquiller is integrated with SAP Authorizations, so you can control exactly which users have the ability to trigger different types of correspondence.
Pensions Auto Enrolment
Aquiller provides everything you need to generate employee letters from SAP’s pension auto-enrolment solution. It even includes pre-delivered letter templates that can be fully customized.
Each time SAP Payroll runs, any pension-related correspondence required for that period is identified. Aquiller takes this information from SAP and determines which letter templates should be used, the relevant employee data from SAP and merges the two to create PDF letters. These can be distributed to staff by post or email, and can also be attached to the employee’s HR record.
Once the letters have been processed, Aquiller updates SAP to confirm they’ve been sent, ensuring compliance with the pensions regulations. Aquiller also automatically captures a full audit trail, so you can see exactly what letters were dispatched, to which employees and on which dates.
Automatic enrolment is an ongoing process, as new employees join, or the circumstances of existing employees change so they qualify for auto-enrolment. The entire process can work in the background without any human intervention.