HR Excellence Through Process Automation with the scdsoft Process Engine: Why Integration Is Key
The digitization of HR processes is no longer just a “nice-to-have”—it is the foundation of a future-proof HR department. Only through digital workflows can administrative burdens be reduced, turnaround times drastically shortened, and error-free data quality ensured—something that would be nearly impossible to achieve manually.
What to expect in this article
Single point of truth
The original trigger for the project request from our existing customer was the lack of a standard SAP solution that completely digitizes the overtime request process. From the submission of the request to approval by several instances, if necessary, to automatic posting to SAP HCM infotype 2007. The scdsoft The key to success lies in seamless integration with your existing SAP HCM system: Instead of wasting valuable time on unstable interfaces or redundant data maintenance in third-party systems, integrated processes operate directly on the “single point of truth.”
This is exactly where the scdsoft Process Engine comes in: It bridges the gap between standardization and customization. Thanks to a wide range of predefined best-practice templates, you can get started immediately and achieve rapid results. At the same time, the engine serves as a highly flexible “toolkit” that allows you to precisely map even the most complex, company-specific processes. This gives you a solution that grows with your needs without compromising the stability of your SAP HCM system.
The feature set within the scdsoft Process Engine “toolbox” includes:
- Mapping of a Fiori-based ESS/MSS workflow (including integration of works councils and other committees)
- Reading and updating information in SAP HCM infotypes
- Creation of formal documents based on front-end forms
- Overview app of all HR processes
- Reminder emails and emails in general
- Audit-compliant logging of data
Installation on the SAP HCM system in the /SCD/ namespace offers two additional major advantages:
- No siloed solution: Since the Process Engine runs directly within the SAP HCM system, there is no need to set up complex interfaces to external (cloud) solutions.
- Data security: Existing SAP HCM authorizations and GDPR settings take effect immediately – a huge advantage for IT security and data protection.
At a glance: The benefits of the scdsoft Process Engine
| Advantage | Description |
| Efficiency | Elimination of paper forms and media breaks. |
| Data security | Direct use of SAP authorization logic and GDPR compliance. |
| Flexibility | Quick customization through intuitive configuration instead of expensive in-house programming. |
| User Experience | Modern Fiori interfaces for managers and employees (ESS/MSS). |
A huge advantage: The scdsoft Process Engine template catalog
A key advantage of the scdsoft Process Engine is that you don’t have to start from scratch. The solution comes with a broad portfolio of preconfigured standard processes that are directly integrated into your SAP HCM. These templates cover the most important events in Employee and Manager Self-Service (ESS/MSS) and have been continuously expanded:
Since 2023, customers have been benefiting from proven ESS templates for day-to-day HR tasks:
- Request to Change Work Hours (ESS)
- Pregnancy Notification (ESS)
- Parental Leave Request (ESS)
- Request for Secondary Employment (ESS)
- Consent to Donate Change (ESS)
With the release update in the fall of 2025, the scope was significantly expanded to include strategic MSS functions and specialized ESS processes:
- Initiation of an organizational measure (MSS)
- Request for the granting of powers of attorney (ESS)
- Reporting of a company function (ESS)
- Initiation of an employee bonus payment (MSS)
- Recording of loans (ESS/MSS)
As a “toolkit” for customer-specific HR processes
In addition to the predefined templates, the scdsoft Process Engine can be used as a “toolkit” to implement custom HR processes. These are often highly customized and complex HR processes that cannot easily be mapped to a best-practice template.
Examples of successfully implemented processes
For HR administrative processes
- New Hiring Process, Including Preparation of the Employment Contract
- Sabbatical Request
- Request for a New Position (Position Filling Request)
- Request for Educational Leave, Unpaid Leave, or Special Leave
- Request for Company Equipment
- Extension / Conversion of a Fixed-Term Employment Contract to a Permanent Contract
For Performance, Goals & Payroll
- Initiation of an annual performance review (including goals/bonuses)
- Exit interview
- Transfer to the working time account
- Annual salary review for AT employees
Additional process examples
- Digital First Aid Manual & Reporting a Work-Related Injury
- Request for Leave of Absence (Volunteer Fire Department, THW, etc.)
Process Description of Best Practices in the scdsoft Process Engine
By using these pre-built processes (see below), companies can efficiently and seamlessly optimize their HR workflows, thereby saving time and resources. While the final details (custom fields, email distribution, document templates) must still be defined on a company-specific basis for each implementation, our process template already covers a large part of the implementation.
Initiation of an organizational measure (MSS)
- The manager fills out the request form for the organizational action, specifying the desired scope of the action (including/excluding reclassification, salary change, or change in working hours), and submits it to HR via Manager Self-Service.
- The request is reviewed and approved by the HR department.
- Changes are saved in the SAP HCM system as of the effective date.
- The employee is notified by email or letter.
Application for the Granting of Powers of Attorney (ESS)
- The employee submits a request for authorizations, including a justification.
- The manager approves the request and forwards it to HR.
- HR then reviews and processes the request.
- If approved, a record is created in Infotype 0030 (Authorizations).
- The employee is notified by email or letter.
Reporting a Job Function (ESS)
- The employee enters their job title via ESS (including supporting documentation and expiration date).
- The request is then reviewed and processed by HR.
- If approved, a record is created in Infotype 0034 (Job Title).
- The employee is notified by email.
- A reminder email is sent before the deadline.
Trigger for the payment of an employee bonus (MSS)
- A manager fills out the application form for an employee bonus/special payment and submits it to HR via MSS.
- The application is reviewed and approved by the HR department.
- Changes are saved in the SAP HCM system (Infotype 0015) as of the effective date.
- The employee is notified by email or letter.
Recording of Loans (ESS/MSS)
- Employees and managers record issued loans via ESS or MSS (including the date of issue).
- If so, a data record is created in Infotype 0040 (Loans).
- Both employees and managers have an overview of all loans.
- There is an option to record returns.
Digitize and automate HR processes with the scdsoft Process Engine
The scdsoft Process Engine is therefore the ideal solution for companies looking to lead their HR departments into the digital future. Thanks to its wide range of features designed to simplify and accelerate your HR processes, it not only delivers significant time and cost savings but also boosts employee satisfaction—a crucial factor for your company’s long-term success.
Our solution offers you a wide range of versatile features that are individually tailored to your company’s needs. This is also evident in the testimonials that existing scdsoft Process Engine customers have already shared during presentations at the scdsoft Info Days.
Are you interested in our solution? Feel free to contact us at any time!