stadt worms beteiligungs-gmbh

City of Worms Beteiligungs-GmbH

The goal: A tool that can map everything

Industry: Public sector

About the company: The City of Worms Beteiligungs-GmbH is a company of the City of Worms Group and at the same time the holding company of ten subsidiaries and several sub-subsidiaries. The company’s organizational structure includes the Group Management, Group Controlling, and Group Accounting units as well as Participation and Human Resources Management.

Lisa Köhler

Lisa Köhler
Management Assistant

Stadt Worms Beteiligungs-GmbH

The Challenge

Public service and digitalization – a combination that, while not necessarily considered a dream team in Germany, nevertheless fulfills many requirements for a perfect marriage. Lisa Köhler should know, as she is the assistant to the management of the City of Worms Beteiligungs-GmbH and responsible for her company’s HR management. “Of course, digitalization and dealing with processes that have been in use for a long time in the most agile way possible is a real challenge. But it was a challenge we were happy to accept, even though we’re not your typical local government body.” While the City of Worms acts as the Group’s parent company, the Beteiligungs-GmbH is a company under private law.
The HR management of Beteiligungs-GmbH not only looks after the company’s own employees but also regularly advises two subsidiaries on cross-company issues, e.g. on collective bargaining agreements. This creates a special challenge for HR, which has a kind of dual role at different organizational levels. “We advise and support our employees, but of course also our management,” explains Lisa.

Digitalization is a key challenge. Especially in the public sector.

Since the company was founded in 2004, its HR department has primarily worked using analog processes, with everything being done on paper. Then in 2017, a digital time tracking tool and cloud-based digital personnel file were introduced. “While that constituted our first steps toward digitalization, those tools were separate from each other,” Lisa recalls. “We needed a new, central solution to effectively relieve us of repetitive, administrative HR tasks, especially through automated workflows. Vacation requests, for example, were a standard process that was as mundane as it was tremendously time-consuming. Without a good workflow, it’s a nightmare, because every single process step needs to be triggered by people at a certain point in time. And people make mistakes. Ultimately, it all worked out OK, but no matter how much effort we put in, there was always one central piece of information missing for managers and HR, namely which employees would be on vacation at the same time.”

Multiple digital tools with isolated data

No automated processes

Multifunctional demands on HR

hour less administrative work per week

click to the finished document template

HR managers

A provider headquartered in Germany, with an extremely high data protection standard and a holistic system – Personio meets all of these requirements.

The Decision

“So we had one main criterion that drove our selection and decision-making process in 2020: we really wanted an HR tool that could map everything.” Further requirements were a provider with a headquarters in Germany, a high data protection standard and web-based software. However, financial issues also played a central role in the decision-making process, given the tendering policy of Beteiligungs-GmbH. “We then found exactly the solution we were looking for in Personio,” Lisa sums up.
HR management communicated the decision for a holistic HR tool early on via meetings and broadcast emails, in which the benefits for HR and employees were highlighted.

Stadt Worms Beteiligungs-GmbH

A Successful Implementation

The implementation process was successfully completed in just two months. The system has been operating productively since September 2020. Since Personio is a web-based software, no IT resources of the Beteiligungs-GmbH were needed for the implementation. Both the setup and the product training in small groups could be completed by the two HR managers. Even though the implementation schedule was “ambitious,” as Lisa says, there were regular and, above all, constructive exchanges with the Personio implementation manager.

The Result

Since the introduction of Personio, the daily work routine in HR has changed fundamentally. The positives: “The main difference compared to before? That’s simple. I only need to open a single tool in the morning and have all of the essential data at my fingertips. In our stressful daily HR routine, it’s a huge relief not to have to constantly jump back and forth between applications,” says Lisa.

Working with the Personio software is a huge relief for me. Now I can concentrate more on being there for our employees again.

“Thanks to Personio, I gain about an hour of working time every week from processes such as vacation requests, working hours, and document management alone. Document preparation, above all, is now much simpler. Instead of completing five steps, these days I only need one click of my mouse.” Lisa is putting the time she has gained into optimizing HR management. “We can devote ourselves much more intensively to the needs of our employees. For example, we recently organized an employee event for our staff. But we’re also expanding template management: probation periods, pay scale upgrades, etc. – for all these processes there are standardized templates that Personio automatically personalizes for me. Manual, error-prone updates are now a thing of the past.”

The Most Popular Feature

Lisa particularly enjoys working efficiently with document templates. “I’m a real fan because the manual work is replaced by automated processes and I see the success directly.” Lisa continues to rate the possibilities of individualization through her own attributes as particularly positive. For example, she was able to define the pay scale groupings for employees in the digital personnel file. The positive experiences of Stadt Worms Beteiligungs-GmbH with Personio have meanwhile made the rounds in the human resources departments of the group. As a result, two other subsidiaries are planning to implement Personio, and a third company is already in the process of launching the tool.

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