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- About
BBC automates HR processes and documents with EPI-USE Labs
EPI-USE Labs supports the British Broadcasting Corporation (BBC) in their journey to improve HR processes, and drive innovation and automation to save time and costs
1.7 million freelance contracts
10,000 employee letters
700 automated employee letters
7.6 million pieces of paper saved
DocuSign integration for a more seamless process
About the BBC
Founded in 1922, the British Broadcasting Corporation (BBC) is the world's leading public service broadcaster, creating independent, world-class programmes and content which inform, educate and entertain millions of people in the UK and around the world. They do this across:
- A portfolio of television services
- Ten UK-wide radio networks
- Digital services including BBC News, Sport, Weather, CBBC, CBeebies, iPlayer, BBC Sounds and BBC Red Button
- BBC World Service television, radio and online in more than 40 languages.
A complex business with multiple brands
Because of its business structure and diverse workforce, the BBC has a complex HR system. Their strict standards require precise testing, reporting, and documentation. They are required to produce a high volume of customised corporate letters and staff contracts, in multiple languages, and for both national and international employees.
The BBC has multiple departments and sub-brands around the world, such as Children in Need, BBC Studios, BBC PSP, and BBC. Branding and formatting are important to them, meaning that document generation can be a time-consuming and error-prone process, heavily reliant on numerous department-specific templates.
The BBC's goals were to optimise their daily HR processes, including HR reporting; respond promptly to all internal requests; and save time on repetitive tasks that could be automated
Document Builder has been our biggest win, to be honest. Our letters generate on-screen for our HR and Shared Services colleagues. So once they have administered an action in SAP, they can generate the letter via Query Manager and Document Builder, and they can go through it on screen and check exactly what is there. They are then very clear that what is shown on the PDF is exactly what is in SAP. They can also very easily rectify any mistakes.
The BBC boosts HR efficiency with EPI-USE Labs software
For the past seven years, the BBC has partnered with EPI-USE Labs to automate HR document generation and distribution. They use EPI-USE Labs’ software Query Manager, Document Builder, and Data Sync Manager for HCM, to streamline processes and maximise efficiency.
Query Manager acts as the reporting engine, seamlessly extracting information from BBC's SAP HCM systems, creating insightful reports and feeding it into Document Builder. This enables the automated generation of professional-looking letters and contracts, minimising manual intervention.
Data Sync Manager (DSM) for HCM further enhances efficiency by helping to generate reliable test data. This eliminates the need for manual test data creation, simplifying routine support pack upgrades, payroll run checks, large-scale migrations, training and other processes.
With Query Manager, it’s like Steve Jobs said - ‘It just works’. It does exactly what you want it to do. It is a reporting tool, but it has additional functionality that standard SAP reporting tools don’t have.
Increased efficiency, accuracy and security
Benefits the BBC has realised from implementing EPI-USE Labs software include:
- Increased efficiency
- Greater security
- Scalability
- Sustainability
- Improved accuracy
Increased efficiency
The new system has saved the BBC time and money. By automating the generation of HR documents, they have been able to free up staff time for other tasks, and the HR team does not depend on the IT basis team anymore for the creation of reports. In 2023 they were able to generate 700 automated letter requests. Employees can request a letter (such as a proof of salary letter to apply for a mortgage) through a Fiori interface. This starts an automated process in which Query Manager finds the information, and Document Builder adds it to the letter template and sends it securely to the person who requested it. This is one of many examples where the BBC has been able to increase its efficiency by automating processes, and human intervention is not necessary.
Greater security
The new system helps to ensure that HR documents are more secure. The documents are now generated without ever leaving the SAP system and distributed electronically, which helps to reduce the risk of them being lost or tampered with.
Scalability
The new system is scalable, which means that the BBC can easily add new request types as needed.
Sustainability
Thanks to the new process, the BBC has been able to save 7.6 million pieces of paper (equivalent to the CO2 of 142 cars on the road). This accomplishment takes them even further in their efforts to become a more sustainable organisation.
Improved accuracy
Their system can rely on good test data quality, allowing them to execute accurate tests before implementing new features, updating the system with SAP support packs, or running monthly payroll runs.
Streamlining HR reporting and test data creation with Query Manager and Data Sync Manager
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