Hawaiian Electric partnered with Alitek to transform employee records management using OpenText Extended ECM for SAP SuccessFactors. The initiative replaced paper-based processes with a secure, automated digital framework that strengthened compliance, improved analytics, and elevated the employee experience.
Background
Hawaiian Electric operates in a highly regulated industry where employee documentation, retention policies, and audit controls must meet strict standards. HR teams were managing more than 80,000 HR documents distributed across approximately 4,000 employee records in fragmented systems and physical storage environments.
Manual processes limited visibility into records, slowed response times for audits, and reduced HR’s ability to focus on strategic workforce initiatives. The organization needed a secure, centralized platform to modernize employee records while aligning with privacy and regulatory requirements.
The Challenge
Hawaiian Electric faced inconsistent processes, limited business analytics, and heavy reliance on paper-based records. The absence of automation and digital signatures delayed new hire processing, increased audit risk, and consumed valuable HR resources that should have been focused on workforce planning and employee engagement.
The Solution
Alitek implemented a cloud-based employee records management solution built on OpenText Extended ECM integrated with SAP SuccessFactors. The platform centralized employee documents and automated the capture, storage, and governance of HR records within a secure digital environment.
The integration synchronized permissions directly with SAP SuccessFactors, ensuring HR, managers, and employees had role-based access to appropriate records. This eliminated manual access controls while strengthening data privacy and compliance oversight.
Alitek also deployed DocuSign integration to digitize signature workflows from document creation through final storage. New hire documentation and employee transactions were executed electronically, accelerating onboarding and reducing administrative delays.
Document rules were configured to automatically map, file, retain, and dispose of employee records according to company policies and regulatory requirements. The system established structured retention schedules and audit trails, giving leadership real-time visibility into compliance status and records lifecycle management.
Advanced reporting and analytics capabilities were introduced to provide actionable insights into HR data. Decision makers gained access to real-time dashboards that supported strategic planning, audit preparation, and operational transparency.
Results and Outcomes
Hawaiian Electric centralized and digitized more than 80,000 HR documents across approximately 4,000 employee records in the initial phase, dramatically improving search, retrieval, and secure sharing of documentation. HR teams reduced manual handling and gained immediate access to accurate, centralized information.
The new platform strengthened security through encryption and systematic backup processes, reducing the risk of document loss due to disasters. Automated retention and compliance monitoring improved audit readiness and ensured alignment with corporate governance policies.
Self-service capabilities and electronic signature workflows elevated the employee experience while freeing HR to focus on higher-value initiatives. The organization transitioned from reactive document management to proactive workforce information governance.
Project Highlights
Digitized over 80,000 HR documents across approximately 4,000 employee records, improving search speed, accessibility, and collaboration across departments
Implemented automated retention, encryption, and compliance controls to strengthen audit readiness and reduce risk
Integrated DocuSign and SAP SuccessFactors to streamline onboarding, approvals, and employee self-service processes
Conclusion
By modernizing employee records management, Hawaiian Electric replaced fragmented, paper-driven processes with a secure and scalable digital ecosystem. The solution improved compliance, strengthened data governance, and enhanced workforce efficiency across the organization.
Alitek enabled Hawaiian Electric to align HR operations with enterprise standards while building a future-ready foundation for continued digital transformation.
