ePM: The electronic personnel management system

Towards an employee self-service system for handling staff administrative needs

Since December 2021, those members of staff who use their UdS Card to clock in and clock out at the various time-tracking terminals have also been able to track their working hours using the ePM system. The digital time-tracking functionality can be accessed via a smartphone app or via a browser on a PC or laptop. Whether members of staff are working on campus or remotely from home, the ePM system offers them a flexible means to log their working hours or inspect their timesheets. The time-tracking terminals will be switched off when the second phase of the ePM implementation process goes live in the autumn of 2022. For those members of staff who do not use a computer for their work, central PC stations will be available where they can access the ePM system. Information about these changes will be published in a timely manner.

As of autumn 2022, all members of Saarland University staff will be able to edit their personal data in the ePM system, e.g. address, bank details, marital status (note: relevant supporting documentation may need to be uploaded). Members of staff will also be able to use the ePM system to provide notification of and receive approval for periods of work absence (incl. annual leave). Members of staff can also use the staff directory to find contact details for Saarland University employees. Following consultation and agreement with the Administrative and Technical Staff Council, members of the university's administrative and technical staff who do not currently use a time-tracking procedure will be integrated into the ePM system.

Further detailed information about the ePM project, particularly regarding the implementation schedule, will be published here and on the project website (see below).

What can I expect from the second phase of implementation?

The new functionality to be introduced in the second implementation phase offers users the following benefits:

• Mobility and flexibility: ePM can be accessed from anywhere using an app on your phone (iOS and Android) or via a web browser
• Easy to access: Automatic sign-in using your UdS ID code
• User friendly: Intuitive user interface with a modern look
• Transparency: Allows you to inspect and edit important personal data and, if you use electronic time tracking, allows you to review your hours worked
• Independence: Edit and amend personal data using the in-built upload function to submit relevant supporting documents
• Paper-free: Absence notifications can be submitted in paperless form

Formulare zum ePM

To-Do für die Kolleginnen und Kollegen des UKS und Aninstituten, die mit der Betreuung von Mitarbeitenden der UdS (als Vorgesetzte*r bzw. künftig als Key-User) betraut sind

1. Überprüfung, ob Personalnummer UdS vorliegt.
   1. Falls nein, Ausfüllen des unten stehendes Formulares. Damit die Personen in SAP einen Ministamm für SuccessFactors angelegt bekommen können, benötigen wir einige wenige Informationen.
   2. Falls ja, weiter mit Punkt 2.
2. Überprüfung, ob UdS-Kennung vorliegt.
   1. Falls nein, Link  anklicken und Antrag ausfüllen.
   2. Falls ja, unten stehendes Formular ausfüllen.

If you have any questions, please email us at ePM(at)uni-saarland.de.
You can also contact the following project leads:

Human Resources Division
Kathrin Henning, kathrin.henning(at)uni-saarland.de

Digitalization and Sustainability Unit 
Stefanie Wilhelm, stefanie.wilhelm(at)uni-saarland.de